Fiche decision
What should an international padel RFP contain so suppliers and local contractors respond to the same project scope? A useful RFP separates buyer requirements, the supplier package, local works, logistics, import context and acceptance evidence, while destination-specific matters remain locally validated. A hotel group sends one generic multi-country request, and respondents make different assumptions about delivery points, site readiness and installation responsibilities. The result may look like several complete proposals even though each bidder has priced, excluded or delegated a different project.
State the procurement decision and control the brief
Begin by saying what the request is intended to support. The buyer may be selecting a shortlist, testing a delivery model, obtaining coordinated proposals or preparing a later internal decision. Name the current stage without implying that an order, authorisation or final design already exists. Add the issue date, revision, response language, contact route and person who can issue official clarifications. A controlled file helps every recipient work from the same version rather than from attachments forwarded at different times.
The first decision criterion is a controlled project brief covering country, site, court count, intended use, target sequence and decision owner. Intended use can distinguish a resort amenity, member club, public facility or private venue without predicting its commercial result. The target sequence is a planning input, not a supplier promise. The decision owner should identify who consolidates questions and who accepts changes to the request before responses are evaluated.
Give respondents the same site and operating evidence
Describe the venue, proposed court location, current surface, surrounding uses and available access with dated plans and photographs. Mark measured information separately from sketches or assumptions. Include relevant climate, indoor or outdoor context, operating hours under consideration and any known constraints on noise, lighting or guest circulation. These details help respondents identify questions; they do not replace surveys, engineering or approvals required for the destination.
List the evidence already available and the evidence still being obtained. A plan may show the intended position without proving dimensions, ownership or buildability. Photographs may explain access without validating structural capacity. If local studies, permissions or utility information are pending, state their status and owner. Respondents should then explain which missing input affects their proposed scope instead of silently choosing a convenient assumption.
Separate the supplier package from local works
The core of the RFP is a scope table that follows the project from design information to delivery, installation support, handover and later service. It can identify the court package, optional elements, interfaces with foundations or slabs, electrical connections, drainage, unloading, temporary storage, lifting, site protection and coordination. The categories must be adapted to the actual procurement model; this page does not declare that one party always owns a particular task.
The second decision criterion is a scope matrix separating buyer, supplier and local contractor responsibilities. For each interface, request the information produced, the party reviewing it, the party performing the work and the evidence expected before the next activity. If ownership is undecided, mark it open. A visible gap is safer than assigning responsibility through vague wording such as turnkey when the contract documents do not define the same boundary.
Describe logistics, import context and destination interfaces
Ask respondents to state the proposed delivery point and the assumptions behind packaging, transport, local handling, unloading, storage and movement to the work area. The buyer can provide known gate dimensions, vehicle restrictions, operating constraints and local contacts. Import documentation or destination obligations should be reviewed by competent advisers for the actual transaction. Product information from a supplier may support that review but cannot settle every local classification or requirement.
This checklist is not a universal technical specification, contract, customs, tax or legal opinion. Country rules, venue contracts and the chosen delivery model determine which documents and professional reviews apply. The RFP should therefore ask each bidder to identify the destination information it needs and the party it expects to provide it. It should not copy a clearance route or contractual term from another project as if it applied automatically.
Require comparable answers and traceable evidence
Provide common headings for the technical response, commercial scope, exclusions, options, local-work dependencies, proposed sequence, handover evidence and service conditions. Ask bidders to refer to the relevant drawing, data sheet or contract clause behind a statement. If a claim depends on a site condition or third party, the response should say so. The buyer can then compare scope and evidence rather than relying on similar marketing labels.
The third decision criterion is a response template requiring assumptions, exclusions, document references and a clarification log. The log records the question, answer, date, affected document and whether the answer changes the requested scope. Responses should not rewrite buyer information without identifying the change. Controlled departures allow the evaluation team to distinguish a genuine alternative from an unnoticed omission.
Run clarifications before requesting a qualified quotation
Set a clarification process that gives all invited respondents access to the same authorised project answers where the procurement rules require it. A site visit, remote meeting or local review can be proposed when relevant, but its purpose and limits should be stated. Evaluation criteria may cover scope completeness, evidence, interface clarity and unresolved risk. They should be chosen by the buyer for this procurement and not presented here as a universal scoring formula.
No price, programme, import clearance or performance outcome is guaranteed before destination and site validation. Use the quotation form below to share the country, venue, court count, intended use, available documents, local team and main open interfaces. The first exchange can identify which supplier information and local validation paths are still needed. It does not approve the site, award a contract or convert an incomplete RFP into an unconditional commitment.
