Request for Proposal (RFP): Virtual Desktop Infrastructure (VDI) Software Solution
Table of Contents
- Introduction and Background
- Project Objectives
- Technical Requirements
- Functional Requirements
- AI-Powered Capabilities
- Vendor Evaluation Criteria
- Cost Efficiency Requirements
- Service Level Requirements
- Submission Guidelines
- Timeline and Process
1. Introduction and Background
1.1 Organization Overview
- Brief description of your organization
- Industry and regulatory context
- Size and scale of operations
- Current infrastructure overview
1.2 Current Environment
- Description of existing systems
- Current challenges and pain points
- Integration requirements
1.3 Project Scope
- Number of users/devices to be supported
- Geographic locations involved
- Timeline expectations
- Budget considerations (if applicable)
2. Project Objectives
2.1 Primary Goals
- Enhance end-user computing experience
- Improve IT operational efficiency
- Strengthen security and compliance
- Enable workforce mobility
- Optimize resource utilization
2.2 Business Requirements
- Operational improvements expected
- Process efficiency targets
- User experience goals
- Compliance requirements
3. Technical Requirements
3.1 Hardware Requirements
- Servers: Multi-core processors (e.g., Intel Xeon or AMD EPYC) with virtualization support
- Memory: Minimum 192 GB DDR4 RAM per server
- Storage: High-performance SSD or NVMe storage for optimal I/O performance
- Network: 10 Gbps or higher network interfaces for server connectivity
- Graphics: Dedicated GPUs for graphics-intensive applications
3.2 Software Requirements
- Hypervisor: Support for leading hypervisors (e.g., VMware ESXi, Microsoft Hyper-V, Citrix Hypervisor)
- Operating Systems: Windows Server 2019 or later for host servers
- Client OS: Support for Windows 10/11, macOS, iOS, and Android
- Browser: Latest versions of Chrome, Firefox, Safari, and Edge
3.3 Network Requirements
- Bandwidth: Minimum 1 Mbps per user for basic tasks, higher for multimedia applications
- Latency: Less than 20 ms between end-user devices and servers
- Quality of Service (QoS): Ability to prioritize traffic
- Security: Support for SSL/TLS 1.2 or higher
- Support for various network configurations and hybrid environments
3.4 Scalability and Performance
- Support for minimum 80-130 instances per server
- Flexible licensing models to accommodate growth
- Load balancing capabilities
- Performance monitoring and optimization tools
3.5 Disaster Recovery and High Availability
- Built-in failover capabilities
- Support for geo-redundant deployments
- Backup and recovery procedures
- Business continuity features
3.6 Cloud and Virtualization Requirements
- Support for major cloud platforms
- Hybrid cloud deployment capabilities
- Cross-cloud management tools
- Cloud resource optimization
- Virtual machine management
- Container support
- Cloud backup and disaster recovery
- Cloud security and compliance
4. Functional Requirements
4.1 Desktop Virtualization
Tip: The foundation of VDI implementation, enabling organizations to centrally host and manage desktop environments. Critical for providing secure, consistent user experiences while optimizing IT resources and enabling flexible access across devices.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Persistent VDI Options |
Personal virtual desktop assignment |
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User profile retention |
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Customization preservation |
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Application persistence |
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Non-persistent VDI Options |
Pooled desktop deployment |
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Clean state on logout |
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Resource optimization |
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Quick provisioning |
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Hypervisor Support |
VMware ESXi compatibility |
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Microsoft Hyper-V compatibility |
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Citrix Hypervisor compatibility |
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KVM support |
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Custom hypervisor configurations |
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Multi-platform Compatibility |
Windows environments |
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Linux support |
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macOS integration |
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Mobile device access |
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Cross-platform management |
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4.2 Application Virtualization
Tip: Essential capability that separates applications from the underlying OS, enabling centralized management, rapid deployment, and consistent performance across different devices and platforms.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Application Management |
Create and deploy virtualized applications |
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Application streaming capabilities |
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Version control and updates |
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Application lifecycle management |
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Integration |
Integration with existing software ecosystems |
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Cross-platform compatibility |
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License management |
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Monitoring |
Application performance monitoring |
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Usage tracking and reporting |
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Resource utilization monitoring |
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4.3 Remote Access Capabilities
Tip: Critical functionality enabling secure, reliable access to virtual desktops and applications from any location, ensuring business continuity and supporting modern work patterns.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Access Methods |
Secure access from any location |
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Multi-device compatibility |
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Web-based access |
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Device Support |
PC/laptop support |
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Tablet compatibility |
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Smartphone access |
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User Experience |
Seamless device transition |
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Consistent experience across platforms |
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Performance optimization |
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BYOD Support |
Device registration process |
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Security policies for personal devices |
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Data segregation |
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4.4 Security Requirements
Tip: Comprehensive security framework ensuring data protection, access control, and compliance with regulatory standards while maintaining system integrity and user privacy.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Data Security |
End-to-end encryption for data in transit |
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End-to-end encryption for data at rest |
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Secure data backup |
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Authentication |
Two-factor authentication support |
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Single sign-on capabilities |
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Biometric authentication options |
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Access Control |
Permissions management |
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Role-based access control |
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Session management |
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Compliance |
HIPAA compliance tools |
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GDPR compliance tools |
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Compliance monitoring and reporting |
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Audit |
Comprehensive audit trails |
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Activity logging |
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Security event tracking |
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4.5 Performance Optimization
Tip: Critical system capabilities ensuring optimal resource utilization and user experience through intelligent load balancing and predictive resource allocation.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Resource Management |
Resource allocation |
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Load balancing |
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Resource pooling |
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Scalability |
Dynamic scaling capabilities |
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Predictive scaling |
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Load prediction |
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Optimization |
Performance monitoring |
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Resource usage optimization |
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Bandwidth optimization |
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4.6 Centralized Management
Tip: Unified control center enabling efficient administration of all VDI components, reducing complexity and improving operational efficiency.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Dashboard |
Unified management interface |
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Customizable views |
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Real-time monitoring |
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Updates |
Automated updates |
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Patch management |
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Version control |
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Image Management |
Centralized image management |
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Image versioning |
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Template management |
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4.7 Integration Capabilities
Tip: Comprehensive integration framework enabling seamless connection with existing infrastructure and third-party solutions while supporting future scalability.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Infrastructure Integration |
Existing IT infrastructure integration |
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Hybrid cloud support |
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Multi-cloud support |
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API Support |
REST API availability |
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Custom API development |
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API documentation |
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Third-party Integration |
Security tool integration |
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Monitoring tool integration |
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Authentication system integration |
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4.8 Monitoring and Analytics
Tip: Advanced monitoring and analysis capabilities providing real-time insights into system performance, user behavior, and resource utilization.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Performance Monitoring |
Real-time performance tracking |
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Resource utilization monitoring |
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User experience monitoring |
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Analytics |
Capacity planning analytics |
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Usage pattern analysis |
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Predictive analytics |
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Reporting |
Custom report generation |
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Automated reporting |
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Compliance reporting |
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5. AI-Powered Capabilities
5.1 Intelligent Operation and Management (IOM) Platform
Tip: Advanced AI-driven system that automates and optimizes VDI operations, providing predictive maintenance, intelligent resource allocation, and automated problem resolution.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Fault Resolution |
AI-driven fault analysis |
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Automated diagnosis |
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Intelligent solution generation |
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Monitoring |
Real-time VM monitoring |
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Resource utilization tracking |
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Application usage analytics |
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Business Continuity |
Automated failover |
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Predictive maintenance |
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Service continuity optimization |
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5.2 AI-Driven Resource Optimization
Tip: Intelligent system for maximizing resource efficiency through predictive analytics and automated resource allocation, ensuring optimal performance while minimizing costs.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Predictive Scaling |
Workload prediction |
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Automated scaling |
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Resource distribution optimization |
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Cost Management |
AI-powered resource allocation |
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Cost optimization algorithms |
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Usage pattern analysis |
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Green Computing |
Energy efficiency optimization |
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Power consumption management |
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Environmental impact reduction |
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5.3 User Experience Enhancement
Tip: AI-driven capabilities focused on optimizing and personalizing the user experience through intelligent adaptation and predictive support.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Personalization |
AI-powered user preferences |
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Behavior-based customization |
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Adaptive interfaces |
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Performance |
Dynamic performance optimization |
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Network adaptation |
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Resource prioritization |
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Support |
Intelligent virtual assistants |
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Predictive user support |
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Automated troubleshooting |
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5.4 AI Security Features
Tip: Advanced security capabilities leveraging artificial intelligence for threat detection, prevention, and automated response.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Threat Detection |
AI-driven anomaly detection |
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Real-time threat analysis |
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Behavioral analysis |
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Prevention |
Machine learning-based prevention |
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Predictive threat blocking |
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Automated policy enforcement |
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Compliance |
Automated compliance monitoring |
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Compliance reporting |
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Policy adaptation |
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5.5 Automated Management and Analytics
Tip: Comprehensive AI-powered system for automated administration and advanced analytics providing actionable insights and operational efficiency.
Requirement |
Sub-Requirement |
Y/N |
Notes |
Task Automation |
Routine task automation |
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Workflow optimization |
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Schedule management |
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Capacity Planning |
AI resource forecasting |
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Requirement estimation |
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Growth prediction |
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Root Cause Analysis |
Event correlation |
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Performance analysis |
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Bottleneck identification |
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6. Vendor Evaluation Criteria
6.1 Company Profile
- Company reputation and financial stability
- Market presence and industry experience
- Product roadmap and innovation track record
- Customer references and case studies
- Quality of technical support and professional services
6.2 Solution Capabilities
- Feature completeness
- Technical architecture
- Performance capabilities
- Security features
- Integration capabilities
6.3 Implementation Approach
- Project methodology
- Resource allocation
- Risk management
- Quality assurance
6.4 Support and Maintenance
- Support structure
- Service level agreements
- Maintenance procedures
- Escalation process
6.5 Cost Structure
- Licensing models
- Implementation costs
- Training costs
- Ongoing support costs
7. Cost Efficiency Requirements
- Transparent pricing structure including:
- Licensing costs
- Implementation costs
- Training costs
- Support costs
- Infrastructure costs
- Tools for monitoring and optimizing resource usage
- AI-driven cost optimization features
- ROI analysis tools
- Total cost of ownership calculations
- Resource utilization monitoring
- Cost allocation and chargeback capabilities
- Budget management tools
- Cost prediction and planning features
8. Service Level Requirements
8.1 Support and Maintenance
- 24/7 technical support
- Multiple support tiers
- Maximum response times per severity level
- Phone, email, and chat support channels
- Emergency support procedures
- Dedicated support contact
8.2 Performance SLAs
- System availability guarantees
- Response time commitments
- Problem resolution timeframes
- Update and patch management schedules
- Performance monitoring and reporting
8.3 Training and Documentation
- Initial administrator training
- End-user training
- Advanced technical training
- Regular refresh training
- Online training resources
- Certification programs
- Custom training options
- Training environment provision
9. Submission Guidelines
9.1 Proposal Format
- Executive summary
- Company background
- Solution description
- Implementation approach
- Pricing structure
- References
9.2 Required Documentation
- Product documentation
- Technical specifications
- Sample reports
- Case studies
- Certification documentation
9.3 Response Format
- Submission deadline
- Number of copies
- Electronic/physical format
- Contact information
10. Timeline and Process
10.1 RFP Schedule
- RFP release date: [Date]
- Questions deadline: [Date]
- Proposal due date: [Date]
- Vendor presentations: [Date Range]
- Selection date: [Date]
- Project start date: [Date]
10.2 Selection Process
- Evaluation criteria
- Decision timeline
- Vendor presentation requirements
- Proof of concept requirements
10.3 Contact Information
Primary Contact: [Name] Email: [Email Address] Phone: [Phone Number]