Procurement handout: RFP clauses and evaluation checklist

This handout contains extended RFP clause examples and an evaluation checklist that procurement teams can copy into tenders.

Example RFP clause: Upstream Contribution

Vendor must allocate effort in-scope to contributing back to upstream projects. All non-proprietary bug fixes and feature work required by this contract shall be submitted as pull requests to relevant upstream repositories within 30 days of delivery and linked in acceptance documentation.

Example RFP clause: Public Repository Requirement

Vendor must create a public repository for all contract deliverables prior to final acceptance. The repository must include full git history, a LICENSE file, README, CONTRIBUTING guide, and CI checks for security and accessibility where applicable. Final acceptance requires a release tag or changelog entry.

Example RFP clause: Maintenance Escrow

A small percentage (e.g., 1-5%) of milestone payments will be placed in escrow for maintenance activities. Funds will be released upon evidence of upstream merge or after a funded SLA is in place for maintenance of the delivered components.

Evaluation checklist (acceptance team)

• PR links provided for all fixes/features
• Public repository URL provided and accessible
• LICENSE, README, and CONTRIBUTING present
• Release tag or changelog created
• CI checks pass for security/accessibility where applicable
• Evidence of maintainer engagement (issues, PR comments, merges)

Notes

• Remove long RFP language from slides and include this handout as a downloadable resource/QR code link on the Resources slide.
• Keep slide examples short and point attendees to this handout for copy-paste clauses.