Start here: a useful RFP does not ask only for a price. It makes every provider respond to the same operational, commercial, and implementation questions—so the comparison is real.
How to use this template
- Fill in the property profile and desired program structure.
- Send the same questions to every qualified provider.
- Score responses against the evaluation checklist before selecting a finalist.
- Have counsel review the final agreement; this is a procurement guide, not legal advice.
1. Property profile
- Property name, address, unit count, asset type, occupancy, and target go-live date.
- Existing providers, agreements, wiring, network rooms, and known access limitations.
- Whether the program is bulk, opt-out, or another structure.
- Desired services: internet, managed Wi-Fi, TV, voice, common-area connectivity, or smart-building support.
2. Ask every provider to price the same scope
Request a clear schedule for each service tier, including what residents receive, whether equipment is included, all one-time charges, taxes or pass-through fees, and any annual increases. Ask the provider to identify every assumption behind its price.
- Monthly per-unit charge and billing structure.
- Contract term, renewal language, and any rate escalator.
- Owner compensation structure, stated independently from resident pricing.
- Infrastructure required, who pays for it, and who owns it at term end.
- Upgrade path if usage, occupancy, or technology needs change.
3. Require a resident-experience plan
- Installation and move-in workflow, including how residents activate service.
- Support hours, escalation route for onsite staff, and outage communications.
- Equipment, Wi-Fi coverage, accessibility needs, and multilingual materials where appropriate.
- Sample lease addendum, resident disclosure, marketing language, and billing explanation.
4. Require an implementation plan
- Project schedule from award to launch, with owner and provider responsibilities.
- Site survey findings, permitting needs, construction scope, and disruption controls.
- Testing, acceptance criteria, cutover plan, and contingency plan.
- Named project manager and post-launch account-management contact.
5. Contract and compliance questions
Ask each bidder to identify any exclusivity, marketing, access, revenue-share, inside-wiring, assignment, or early-termination provisions. These terms matter as much as the headline rate. The FCC has specific rules affecting exclusive and graduated revenue-sharing arrangements in multiple-tenant environments; final documents should be reviewed with counsel. Read the FCC’s 2022 MTE Order.
Final evaluation checklist
| Category | What a strong response shows |
|---|---|
| Economics | Transparent pricing, assumptions, escalators, and compensation. |
| Resident value | Simple activation, clear support, and a credible service level. |
| Execution | A site-specific timeline, accountable project lead, and acceptance plan. |
| Flexibility | Reasonable renewal, upgrade, assignment, and underperformance protections. |
Need a neutral second set of eyes before you issue an RFP? MDU Advisors can help frame the scope and benchmark the proposals.