Request for Proposal Template for Denmark

A Request for Proposal (RFP) is a formal document that organizations use to invite suppliers to submit detailed business proposals. Under Danish procurement law, public authorities must use RFPs to ensure fair competition and transparency when seeking goods or services above certain EU thresholds.

RFPs typically outline specific requirements, evaluation criteria, and submission deadlines. Danish companies often include sustainability requirements and GDPR compliance standards in their RFPs. This structured approach helps organizations compare offers objectively and select the best supplier while following Danish and EU procurement regulations.

Use a Request for Proposal when your organization needs to make significant purchases or select key service providers through a structured, competitive process. Danish public authorities must use RFPs for procurements above EU thresholds (currently DKK 1.6 million for goods and services), but private companies also benefit from this approach for complex purchases.

RFPs work especially well for IT systems, construction projects, or long-term service contracts where you need to compare multiple vendors fairly. They help prevent claims of unfair selection and ensure compliance with Danish competition laws. For public entities, they're essential when EU procurement directives apply.

• Request For Information Request For Proposal: Used when organizations need detailed technical information before a full RFP process
• Request For Proposal And Request For Quotation: Combines detailed solution proposals with specific pricing requirements
• Audit Proposal: Specialized format for selecting accounting and audit services
• Request For Proposal Services: Focused on ongoing service contracts and professional engagements
• Architect Request For Proposal: Tailored for construction and design projects with specific technical requirements

• Public Authorities: Must issue RFPs for purchases above EU thresholds, following Danish procurement laws and transparency requirements
• Private Companies: Use RFPs to compare vendors and document selection processes, especially for major investments or services
• Procurement Officers: Draft and manage the RFP process, ensure compliance with Danish and EU regulations
• Legal Teams: Review RFP terms, ensure legal compliance, and protect organization interests
• Potential Suppliers: Respond to RFPs with detailed proposals, pricing, and compliance documentation
• Technical Experts: Help define requirements and evaluate technical aspects of submitted proposals

• Project Scope: Define clear objectives, timeline, and budget constraints aligned with Danish procurement regulations
• Technical Requirements: Gather detailed specifications from stakeholders and subject matter experts
• Evaluation Criteria: Establish transparent scoring metrics that comply with EU procurement principles
• Legal Framework: Check if your purchase falls under EU thresholds requiring specific procedures
• Compliance Needs: List required certifications, GDPR compliance, and sustainability standards
• Timeline Planning: Set realistic deadlines for questions, submissions, and decision-making
• Document Generation: Use our platform to create a legally sound RFP that includes all mandatory elements

• Project Description: Clear scope, deliverables, and technical requirements following Danish procurement standards
• Selection Criteria: Transparent evaluation metrics and weighted scoring system as required by EU directives
• Timeline Section: Submission deadlines, Q&A periods, and project milestones that meet legal notice requirements
• GDPR Compliance: Data handling requirements and privacy protection measures
• Legal Framework: Reference to applicable Danish procurement laws and EU directives
• Terms and Conditions: Payment terms, liability limits, and dispute resolution procedures
• Environmental Requirements: Sustainability criteria following Danish green procurement guidelines

A Request for Proposal (RFP) differs significantly from a Bid Proposal in both purpose and timing. While an RFP is the initial document that organizations use to solicit detailed solutions and pricing, a Bid Proposal is the response document that vendors submit to compete for the contract.

• Document Flow: RFPs start the procurement process, while Bid Proposals respond to RFP requirements
• Content Focus: RFPs outline requirements and evaluation criteria; Bid Proposals detail specific solutions and costs
• Legal Standing: Under Danish procurement law, RFPs must follow strict EU transparency rules; Bid Proposals must strictly adhere to RFP format requirements
• Authorship: RFPs come from buying organizations, following Danish public procurement rules; Bid Proposals come from potential suppliers
• Timing: RFPs set deadlines and process rules; Bid Proposals must meet these established timelines