Template: RFP Response Form
Instructions for agencies when deploying this template (delete on deployment)
• This template is part of MBIE’s suite of Government Model RFx templates. Its use supports
consistent procurement practice across the Public Sector and makes it easy for suppliers and
providers to work with government. Government agencies are to use it as their standard RFP
Response Form template. It wil become an Approved Government Model Template (A-GMT)
under Rule 59 of the Government Rules of Sourcing.
• It is important that agencies do not alter the structure (section headings and sequence). This is
because a key objective is to provide consistency for suppliers. Consistency makes it easier for
them to navigate government documents and respond to opportunities. Agencies should
however write the content to align with their procurement practice.
• In launching the Response Form within your agency, it is recommended that you include
instructions to your internal users.
• It is also recommended that you include instructions to Respondents on how to use the form.
It’s a good idea to include a Respondent check list. Below is an example of the type of
information that Respondents will need to know.
Suggested instructions for Respondents (amend this to suit)
• Please use this Response Form in responding to our RFP. It is important that you do not change
the structure (section headings and sequence). Changing this structure will make it harder for
the evaluators to find relevant information quickly.
• Before starting to complete this form please make sure that you have read the Request for
Proposals (RFP) in ful and understand our Requirements (RFP Section 2), our Evaluation
Approach (RFP Section 3) and the RFP Process, Terms and Conditions (shortened to RFP-Terms
described in Section 6). If anything is unclear or you have any questions please get in touch with
our Point of Contact (RFP Section 1 paragraph 1.3) before the Deadline for Questions (RFP
Section 1, paragraph 1.2).
• We have included supplier tip boxes to help you understand what is required. The areas
highlighted in yellow indicate where you are to write your response.
• Remember to delete the supplier tip boxes and remove the highlight from your answers before
sending us your response – they are for your use only!
To remove highlight from text: select the text you want to remove
the highlight from. In the ‘Home’ tab in the ‘Font’ group select the
arrow at the right of the ‘Text highlight colour’ and select ‘no colour’.
• For more general information on how to respond to tenders refer to the suppliers’ resource
centre at:
www.procurement.govt.nz/suppliers/.
Check list for Respondents.
1. Present your Proposal within this Response Form.
2. Complete al sections of the Response Form.
3. Limit your Proposal to no more than 25 pages.
4. Use Calibri font size 11 predominantly.
5. Delete all ‘supplier tip’ boxes from the Response Form.
6. Remove all yellow highlight from the Response Form.
7. Arrange for the declaration in Section 6 to be signed.
8. Submit your proposal by email no later than the Deadline.
[insert your organisation name and logo or branding]
Response Form
In response to Request for Proposals
by: Creative New Zealand
for: Development of a Business Case for a Digital Arts and Cultural Agency
Date of this Proposal: [insert date of this Proposal]
Words and phrases that have a special meaning are shown by the use of capitals
e.g., Respondent, which means ‘
a person, organisation, business or other entity that
submits a Proposal in response to the RFP. The term Respondent includes its officers,
Supplier
employees, contractors, consultants, agents and representatives. The term
tips
Respondent differs from a supplier, which is any other business in the marketplace
that does not submit a Proposal’. Definitions are at the end RFP Section 6.
1: About us
• The section gives the Buyer basic information about your organisation and
identifies your Point of Contact for the duration of the RFP process.
• If an item is not applicable e.g., you do not have a registered office complete
Supplier
the box by stating ‘not applicable’.
tips
• If you are submitting a joint or consortium Proposal complete an ‘Our profile’
table for each Respondent. Cut and paste the table as appropriate. Provide only
one Point of Contact for your joint/consortium Proposal.
Our profile
Choose one of these statements to complete and delete the others.
This is a Proposal by [insert the name of your organisation] (the Respondent) alone to supply the
Requirements.
OR
This is a [joint/consortium] Proposal, by [insert the name of your organisation] and [insert the
name of the other organisation/s] (together the Respondents) to supply the Requirements.
Item
Detail
Trading name:
[insert the name that you do business under]
Full legal name (if different): [if applicable]
Physical address:
[if more than one office – put the address of your head office]
Postal address:
[e.g., P.O Box address]
Business website:
[URL address]
Type of entity (legal status): [sole trader / partnership / limited liability company / other please
specify]
Registration number:
[if your organisation has a registration number insert it here e.g.,
company registration number]
GST registration number:
[NZ GST number]
Our Point of Contact
Item
Detail
Contact person:
[name of the person responsible for communicating with the Buyer]
Position:
[job title or position]
Phone number:
[landline]
Mobile number:
[mobile]
Email address:
[work email]
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2: Pre-conditions
• You must be able to answer ‘yes’ to each of these pre-conditions. Make sure you
are able to verify that this is the case, if asked.
• If you cannot answer ‘yes’ to all, your Proposal will not meet the basic
Supplier
Requirements and wil be declined.
tips
#
Pre-condition
Meet?
1.
We have submitted this proposal on or before the Deadline
[Yes/No]
2.
Our Proposal is complete in all material respects
[Yes/No]
3.
We have substantial recent experience in the arts and/or creative industries
[Yes/No]
4.
We have substantial knowledge of Te Ao Māori and experience engaging with
[Yes/No]
Māori as tangata whenua
5.
We have the capability to develop a Business Case that wil reflect that the
[Yes/No]
proposed Agency will be a Treaty-honouring organisation guided by Māori values
6.
We have the capability to develop a Business Case that will reflect that the
[Yes/No]
proposed Agency wil recognise and give effect to Kaupapa Pasifika
7.
We have the human resources available to deliver the Business Case within the
[Yes/No]
available time
3: Our Response to the Requirements
• Here you are asked to answer questions relating to the evaluation criteria. Your
Proposal will be scored against your answers to these criteria. Aim to give
answers that are relevant, concise and comprehensive.
Supplier
• Consider the % weighting for each criterion. The higher the weighting the more
tips
important it is. Take the weightings into account in deciding how much detail to
include.
• If you have made any assumption about the Requirements or delivery, clearly
state the assumption.
• There may be several questions that relate to one criterion. If these questions are
not individually weighted assume that they are of equal importance.
• If there is anything that you do not understand ask our Point of Contact to clarify.
• If any information you provide is commercially sensitive to your business, you
must let the Buyer know. Please mark the information ‘commercial y sensitive’ or
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‘Confidential Information’. It is not acceptable to render this whole document
confidential unless this is truly the case. The Buyer has a duty to protect
Confidential Information, subject to the exceptions in the RFP-Terms (Section 6).
• If some of an answer is in another document e.g., a marketing brochure, copy
and paste the relevant extract into this Proposal. Do not submit the whole
brochure. Please do not include any advertising brochures or similar material in
your Proposal.
• You may include information not specifical y requested by us in your Proposal.
But only if it adds value and is relevant to the Requirements.
1. Core Capabilities (60%)
1.1. Knowledge and experience in the Arts and/or Creative industries sectors
20%
Please describe
two significant recent assignments you have undertaken in the arts sector and/or
creative industries in the past 3 years (Client, date, duration, scope, deliverables/outputs,
approximate value)
[insert your answer here]
Assignment 1:
Client
Title/Nature of assignment
Date
Duration
Scope
Deliverables/Outputs
Approx. contract value
Outcome
Assignment 2:
Client
Title /Nature of assignment
Date
Duration
Scope
Deliverables/Outputs
Approx. contract value
Outcome
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1. Please provide a one- page CV for each of the
three people who would take the leading roles in
developing the Business Case.
[attach to the back of your Proposal]
1.2. Knowledge of Te Ao Māori and experience engaging with Māori as tangata whenua
15%
1. Describe how have you applied your knowledge of Te Ao Māori (te reo, tikanga,
mātauranga) in your work?
[insert your answer here]
2. Please describe your preferred approach to engaging with Māori artists,
practitioners, communities, hapū and iwi.
[insert your answer here]
1.3. Knowledge of Kaupapa Pasifika
5%
1. How have you applied your knowledge of Kaupapa Pasifika in your work?
[insert your answer here]
2. Please describe your approach to engaging with Pasifika communities on a recent Project.
[insert your answer here]
1.4. Knowledge and experience of the public sector, in particular government agencies and Te
10%
Tiriti o Waitangi
1. Please give recent examples (within the past 3 years) of work you have undertaken within the
public sector that demonstrate your understanding of the government sector and Te Tiriti o
Waitangi. What are the key learnings that you could apply to this project?
[insert your answer here]
1.5. Experience in the development of a relevant/comparable Business Case, including
10%
technical skil s regarding organisational and business models
Please describe two Business Cases you have developed recently in any sector that you believe are
relevant to the Business Case that you understand is required by Creative New Zealand (date, scope,
structure of Business Case, why relevant to Creative New Zealand, unique challenges you faced and
the outcome of the Business Case)
[insert your answer here]
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Business Case 1:
Client
Title
Date
Scope
Structure
Relevance
Challenges
Outcome
Business Case 2:
Client
Title
Date
Scope
Structure
Relevance
Challenges
Outcome
What process do you use to assess the suitability and effectiveness of governance and operating
models in the context of a Business Case?
[insert your answer here]
How would you ensure that the recommendations in the Business Case were robust and fit for
Creative New Zealand’s purpose and intended audience? Please use examples from previous
projects that had a similar objective.
[insert your answer here]
2.
Approach and Methodology to Business Case Development (40%)
40 %
2.1. Understanding of our Requirements
10 %
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1.
Please explain and comment on your understanding of the context in which we are
considering establishing the Agency and our requirements for the development of the
Business Case.
[insert your answer here]
2.2. Understanding of Opportunities, Threats and Risks
10%
1.
Please explain and comment on your understanding of the Opportunities offered (nationally
and internationally) to the artistic and cultural communities by the digital world/technology.
[insert your answer here]
2.
Please explain your understanding of the key Threats (nationally and internationally) to the
artistic and cultural communities by the digital world/technology, including how they are
organised and operate and what you will need to explore when developing the Business Case.
[insert your answer here]
3.
Please explain and comment on your understanding of the Risks and potential mitigations
that Creative New Zealand and other investors would face in establishing a sustainable and
financially- viable Agency.
[insert your answer here]
2.3. Approach to Engagement
5%
1. Please explain how you would go about identifying and engaging with the key stakeholders
(including Māori early in the process) from whom you would expect to gain essential input to
the Business Case, and your expectation as to who those stakeholders may be.
[insert your answer here]
2. Please explain the techniques or processes you use to ensure that you accurately reflect a
diversity of views on subject matter or content that you may be unfamiliar with?
[insert your answer here]
2.4. Approach to market research/environmental scan
5%
1.
Please explain how you would undertake the research required for the business case e.g., the
process you would use to identify, analyse, and compile the key information and data and
how you would go about addressing any gaps.
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[insert your answer here]
2.
How would you ensure this information was current given the changing nature of the digital
world/environment?
[insert your answer here]
2.5. Development Plan and Timeline
10%
1. Please provide a Project Plan that sets out at a high level the process and timing, including the
key deliverables, by which you would develop and deliver the Business Case.
[insert your answer here]
2. What is your approach to feedback and how do you manage multiple viewpoints within the
constraints of a project plan?
[insert your answer here]
Assumptions
Please state any assumptions you have made in relation to the Requirements. Where you have made
assumptions in relation to the costs and pricing information, please state these in the next section.
Assumptions
1. [insert your assumptions here]
2. [insert your assumptions here]
3.
4: Our Price
• In the RFP Section 4 we have outlined the pricing information that we are
seeking. This should inform you how to present your proposed price.
• In preparing your pricing information you must consider all risks, contingencies
Supplier
and other circumstances relating to the delivery of our Requirements and include
tips
adequate provision for them. You must also document any assumptions that you
have made in costing the ful delivery of the Requirements.
Pricing schedule
Please submit your proposed pricing using the fol owing pricing schedule
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You may relate payments to either:
• the achievement of project milestones
• the month in which services were delivered.
Note that your price should include the cost of you presenting in the Business Case to Council and
other Key stakeholders on up to 4 separate occasions, if required, in Wellington between October
and December 2021.
Price and payment profile
Payment
Amount excl.
GST
Payment 1: (insert Date or Milestone at which you propose to invoice Creative
[$ X]
NZ)
Payment 2 (insert Date or Milestone at which you propose to invoice Creative
[$ X]
NZ
)
Payment 3: (insert Date or Milestone at which you propose to invoice Creative
[$ X]
NZ
)
(Insert additional Payments, Date or Milestone as required)
[$ X]
Total Price
[$ X]
Pricing assumptions
Please state any assumptions you have made in relation to your price and underlying costs.
Assumptions
1.
2.
5: The Proposed Contract
• In the RFP Section 5 we have detailed the terms and conditions of our Proposed
Contract. We need to know whether or not you are prepared to do business
based on the Proposed Contract.
Supplier
• If you have any points that you wish to make about the Proposed Contract this is
tips
where you tell us. Note below any suggestions or changes you wish to propose.
• It is important that, if asked, you are able to explain why your changes are
important to you.
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• In deciding which Respondent/s to shortlist the Buyer wil take into account each
Respondent’s wil ingness to meet the Proposed Contract terms and conditions.
Choose one and delete the other:
Having read and understood the Proposed Contract, in the RFP Section 5, I confirm that these terms
and conditions are acceptable. If successful, I agree to sign a Contract based on the Proposed
Contract, or such amended terms and conditions of Contract as are agreed with the Buyer following
negotiations. OR
Having read and understood the Proposed Contract, in the RFP Section 5, I have the following
suggestions to make. If successful, I agree to sign a Contract based on the Proposed Contract subject
to negotiating the fol owing clauses:
Clause
Concern
Proposed solution
[insert number] [briefly describe your concern
[describe your suggested alternative wording
about this clause]
for the clause or your solution]
[insert number] [briefly describe your concern
[describe your suggested alternative wording
about this clause]
for the clause or your solution]
6: Our Referees
• Here you are asked to provide the names and contact details of your referees.
These must be work related referees i.e., not a friend or family member.
• The best referees are those for whom you have recently delivered similar goods
Supplier
or services.
tips
• Before including their details check with them to make sure that they consent to
acting as referee on behalf of your organisation.
Please supply the details of four referees for your organisation.
Include a brief description of the services that your organisation provided and when.
Please note in providing these referees you authorise us to collect any information about your
organisation, except commercially sensitive pricing information, from the referees, and use such
information in the evaluation of your Proposal. You also agree that all information provided by the
referee to us will be confidential to us.
We expect that:
• your first referee wil be asked to describe your
knowledge and experience in the arts and/or
creative industries sectors.
• your second referee will be asked to describe your knowledge of Te Ao Māori and experience
engaging with Māori as tangata whenua.
• your third referee wil be asked to describe your knowledge Kaupapa Pasifikayour fourth
referee will be asked to confirm
your capability to develop a Business Case that is
relevant/comparable, including your technical skills.
First referee – regarding your knowledge and experience in the Arts and/or Creative industries
sectors
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Name of referee:
[insert name of the referee]
Name of organisation:
[insert name of their organisation]
Goods/services provided: [brief description of the services you provided to this referee]
Date of provision:
[insert the date when you provided the goods/services]
Telephone:
[insert mobile or landline]
Email:
[insert email address]
Second referee - regarding your knowledge of Te Ao Māori and experience engaging with Māori as
tangata whenua
Name of referee:
[insert name of the referee]
Name of organisation:
[insert name of their organisation]
Services provided:
[brief description of the services you provided to this referee]
Date of provision:
[insert the date when you provided the goods/services]
Telephone:
[insert mobile or landline]
Email:
[insert email address]
Third referee – regarding your knowledge of Kaupapa Pasifika
Name of referee:
[insert name of the referee]
Name of organisation:
[insert name of their organisation]
Services provided:
[brief description of the services you provided to this referee]
Date of provision:
[insert the date when you provided the goods/services]
Telephone:
[insert mobile or landline]
Email:
[insert email address]
Fourth referee – regarding your in capability to develop a Business Case that is relevant/
comparable, including your technical skil s.
Name of referee:
[insert name of the referee]
Name of organisation:
[insert name of their organisation]
Services provided:
[brief description of the services you provided to this referee]
Date of provision:
[insert the date when you provided the goods/services]
Telephone:
[insert mobile or landline]
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Email:
[insert email address]
Please contact me before you approach a referee for a reference
Yes/Not required
7: Our declaration
• Here you are asked to answer questions and make a formal declaration.
• Remember to select ‘agree’ or ‘disagree’ at the end of each row. If you, don’t you
wil be deemed to have agreed.
Supplier
tips
• Remember to get the declaration signed by someone who is authorised to sign
and able to verify each of the elements of the declaration e.g., chief executive or
a senior manager.
• If you are submitting a joint or consortium Proposal each Respondent (supplier
involved in the joint or consortium Proposal) must complete a separate
declaration.
Respondent’s declaration
Topic
Declaration
Respondent’s
declaration
RFP Process, Terms
I/we have read and ful y understand this RFP, including the
[agree /
and Conditions:
RFP Process, Terms and Conditions (shortened to RFP-
disagree]
Terms detailed in Section 6, as amended by Section 1,
paragraph 1.6. if applicable). I/we confirm that the
Respondent/s agree to be bound by them.
Collection of further The Respondent/s authorises the Buyer to:
[agree /
information:
a. collect any information about the Respondent, except
disagree]
commercially sensitive pricing information, from any
relevant third party, including a referee, or previous or
existing client.
b. use such information in the evaluation of this
Proposal.
The Respondent/s agrees that all such information wil be
confidential to the Buyer.
Requirements:
I/we have read and fully understand the nature and extent
[agree /
of the Buyer’s Requirements as described in Section 2. I/we
disagree]
confirm that the Respondent/s has the necessary capacity
and capability to fully meet or exceed the Requirements
and will be available to deliver throughout the relevant
Contract period.
Ethics:
In submitting this Proposal, the Respondent/s warrants
[agree /
that it:
disagree]
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a. has not entered into any improper, illegal, collusive or
anti-competitive arrangements with any Competitor.
b. has not directly or indirectly approached any
representative of the Buyer (other than the Point of
Contact) to lobby or solicit information in relation to
the RFP.
c. has not attempted to influence, or provide any form
of personal inducement, reward or benefit to any
representative of the Buyer.
Offer Validity
I/we confirm that this Proposal, including the price,
[agree /
Period:
remains open for acceptance for the Offer Validity Period
disagree]
stated in Section 1, paragraph 1.6.
Conflict of Interest
The Respondent warrants that it has no actual, potential or
[agree /
declaration:
perceived Conflict of Interest in submitting this Proposal or
disagree]
entering into a Contract to deliver the Requirements.
Where a Conflict of Interest arises during the RFP process
the Respondent/s will report it immediately to the Buyer’s
Point of Contact.
Details of conflict of interest: [if you think you may have a conflict of interest briefly describe the
conflict and how you propose to manage it or write ‘not applicable’].
DECLARATION
I/we declare that in submitting the Proposal and this declaration:
a. the information provided is true, accurate and complete and not misleading in any material
respect.
b. the Proposal does not contain intellectual property that will breach a third party’s rights.
c. I/we have secured all appropriate authorisations to submit this Proposal, to make the
statements and to provide the information in the Proposal and I/we am/are not aware of any
impediments to enter into a Contract to deliver the Requirements.
I/we understand that the falsification of information, supplying misleading information or the
suppression of material information in this declaration and the Proposal may result in the Proposal
being eliminated from further participation in the RFP process and may be grounds for termination
of any Contract awarded as a result of the RFP.
By signing this declaration, the signatory below represents, warrants and agrees that he/she has
been authorised by the Respondent/s to make this declaration on its/their behalf.
Signature:
Full name:
Title / position:
Name of
organisation:
Date:
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ATTACHMENTS
CV One
(insert)
CV Two
(insert)
CV Three
(insert)
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Document Outline
