Request for Proposal (RFP) Submission Terms

Conditions governing the submission of proposal requests, RFP documents, and project inquiries.

INTCIS

Managed by INTCIS Inc
5900 Balcones Dr, Suite 100, Austin, TX 78731
Website: https://IntCIS.net

Introduction

These RFP Submission Terms govern the submission of Requests for Proposal (RFPs), Statements of Work (SOWs), technical requirements documents, and project inquiries to INTCIS Gov LLC. By submitting an RFP or requirements document through any channel (email, web form, or direct communication), you acknowledge that you have read, understood, and agree to be bound by these terms. Submission of an RFP indicates your organization’s acceptance of these conditions regarding data handling, confidentiality, and the proposal evaluation process.

Information Collected

When submitting an RFP or project inquiry, INTCIS Gov LLC collects the following information:

  • Agency/Organization Details: Agency name, department, organizational structure, and jurisdiction (federal, state, local, or public-sector entity)
  • Contact Information: Name, job title, email address, phone number, and mailing address of the authorized representative or procurement official
  • Project Descriptions: Project objectives, technical requirements, scope of work, timelines, budget constraints, compliance requirements, and success criteria
  • Uploaded RFP/SOW/Requirements Documentation: RFP documents, Statements of Work, technical specifications, architectural diagrams, security requirements, compliance frameworks, and any supporting materials
  • Additional Context: Existing infrastructure details, current challenges, preferred technologies, and any relevant background information

All information provided is used exclusively for the purpose of evaluating your requirements and preparing a responsive proposal.

Purpose of Data Collection

INTCIS Gov LLC collects RFP submission information solely for the following purposes:

  • Evaluating technical requirements and project feasibility
  • Preparing accurate and responsive proposals, cost estimates, and technical approaches
  • Understanding compliance, security, and regulatory requirements
  • Assessing resource availability and project timelines
  • Coordinating with potential subcontractors or technology partners (under NDA)
  • Communicating with your organization regarding the proposal process

INTCIS Gov does not:

  • Use RFP data for marketing campaigns or commercial purposes
  • Sell, trade, or share your information with third parties for their marketing use
  • Use your data to train machine learning models or AI systems
  • Publish or disclose your project requirements without authorization

All data is handled in strict accordance with federal procurement regulations and data protection standards.

Non-Binding Submission

Submission of an RFP, project inquiry, or requirements document to INTCIS Gov LLC is non-binding and does not create any legal obligations or contractual relationships. Specifically:

  • No Contract Formation: Submission of an RFP does not constitute a binding contract, purchase order, or commitment to engage INTCIS Gov for services
  • No Guarantee of Acceptance: INTCIS Gov is under no obligation to submit a proposal in response to your RFP. We may decline to bid based on resource availability, project fit, or other business considerations
  • No Guarantee of Project Engagement: Submission of a proposal by INTCIS Gov does not guarantee project award or engagement. The decision to award a contract remains solely with your organization
  • Formal Agreements Required: A legally binding relationship is established only through the execution of a signed contract, Statement of Work (SOW), Master Service Agreement (MSA), Purchase Order (PO), or other formal procurement instrument

Both parties retain the right to withdraw from the proposal process at any time prior to the execution of a formal agreement.

Confidentiality

INTCIS Gov LLC treats all RFP materials, project requirements, and related documentation as strictly confidential. Our confidentiality commitments include:

  • Internal Use Only: RFP materials are shared only with authorized INTCIS Gov personnel directly involved in evaluating and preparing the proposal response
  • Verified Subcontractors: If subcontractors or technology partners are required to prepare a comprehensive proposal, RFP materials may be shared with verified partners who are bound by Non-Disclosure Agreements (NDAs)
  • No Marketing Use: RFP data, project details, and agency information are never used for marketing campaigns, promotional materials, or case studies without explicit written permission
  • No Training or Analytics: Your RFP content is not used to train AI models, develop analytics products, or create derivative works
  • No Public Disclosure: Project requirements, budget information, and technical specifications are not disclosed to third parties or published without authorization

If your RFP includes specific confidentiality clauses or non-disclosure requirements, INTCIS Gov will comply with those terms. For particularly sensitive projects, we are prepared to execute mutual Non-Disclosure Agreements prior to receiving detailed RFP materials.

Document Security

INTCIS Gov LLC implements comprehensive security measures to protect all submitted RFP materials and project documentation:

  • Secure Storage: All uploaded documents are stored on encrypted, access-controlled systems with AES-256 encryption at rest
  • Restricted Access: Access to RFP materials is limited to authorized personnel on a need-to-know basis, with all access logged and monitored
  • Secure Transmission: All document uploads and email communications use TLS 1.2+ encryption in transit
  • Access Controls: Multi-Factor Authentication (MFA) is required for all personnel accessing RFP materials
  • Data Retention: RFP materials are retained for the duration of the proposal process, plus up to 12 months for reference. After this period, documents are securely deleted unless a project engagement occurs
  • Backup Protection: Backup copies of RFP materials are encrypted and subject to the same access controls as production systems

INTCIS Gov maintains security standards consistent with federal requirements and industry best practices, including CIS benchmarks and NIST frameworks.

Response Time

INTCIS Gov LLC is committed to responding promptly to all RFP submissions and project inquiries:

  • Standard Inquiries: Initial acknowledgment and response within 1 business day for straightforward project inquiries and RFP submissions
  • Complex RFPs: For large-scale or complex RFP documents requiring detailed technical evaluation, initial response within 1 business day, with a preliminary assessment and proposal timeline provided within 3-5 business days
  • Urgent Requests: If your RFP has a tight deadline or urgent timeline, please indicate this in your submission. We will prioritize evaluation and expedite our response
  • Clarification Requests: If we require additional information or clarification to prepare an accurate proposal, we will contact you within 1 business day of receiving your RFP

Response times may be affected by holidays, weekends, or high submission volumes. Submissions received after 5:00 PM Central Time or on weekends/holidays will be processed on the next business day.

Proposal Validity

All proposals, cost estimates, and technical approaches submitted by INTCIS Gov LLC have a defined validity period:

  • Standard Validity Period: Proposals are valid for ninety (90) days from the date of submission, unless otherwise specified in the proposal document
  • Cost Estimate Validity: Pricing and cost estimates are subject to change based on market conditions, technology costs, and resource availability. Cost estimates provided in proposals are held firm during the validity period
  • Extension Requests: If additional time is required for procurement or decision-making, proposal validity may be extended upon mutual agreement
  • Material Changes: If project requirements, scope, or specifications change significantly after proposal submission, INTCIS Gov reserves the right to revise the proposal, timeline, or cost estimate
  • Formal Agreement Required: Proposals become binding only upon execution of a formal contract, SOW, or MSA. Until such time, either party may withdraw from negotiations

The validity period and any specific terms will be clearly stated in each proposal document.

Contact Information

To submit an RFP, request a proposal, or discuss your project requirements, please contact us:
Email: sales@intcis.com
Address: 5900 Balcones Dr, Suite 100, Austin, TX 78731
When submitting an RFP via email, please include “RFP Submission” in the subject line and attach all relevant documentation. For large files, please contact us to arrange secure file transfer.

Last Updated: November 17, 2025