RFI / RFP Sample

Creating a Request for Information (RFI) or Request for Proposal (RFP) is an effective way for an organisation to determine its needs and to quickly obtain answers about software systems and vendors. For medium or larger size organisations, it helps with both short listing potentially suitable systems and the detailed selection process. If you are looking for a quick and easy-to-use template for any IT software or services see Axia’s universal RFI Template, RFP Template, or RFP (Response) Evaluation Template. Or, if you are looking to gather system requirements as well as prepare an RFI or RFP - see Axia’s RFI/RFP Templates for Accounting, Business Intelligence, CRM, HR and Payroll. The main components of a RFI or RFP are listed below: 1. Covering letter • Introducing your RFI or RFP and requesting a response 2. Executive summary • Summary of your RFI or RFP • Overview of your business needs • Your objectives • Key selection steps and dates • Confidentiality statement 3. Organisation and project background • Outline details about your organisation • Existing software and systems • Outline of proposed project • Key staff involved 4. Instructions to the supplier on how to reply to the RFI / RFP • Guidelines for your RFI / RFP process • Confidentiality • How you would like a response - written, the format, number of pages, where it should be sent • Contact person at your organisation, to handle any queries • RFI / RFP response time scales and deadlines • Outline of how you will evaluate RFI / RFP responses 5. Outline requirements for your new systems (included within your RFI) • Your mandatory software requirements • Any restrictions or constraints you may have • Outline implementation dates 6. Detailed specification of your new system requirements (included within your RFP) • A schedule of your system / software requirements • Hardware, operating system, database and network requirements • Estimated quantity, or number of system users or records • Project plan for the implementation 7. Additional vendor information required • Software product and supplier details • Maintenance and support details • Implementation and system training details • Customer references • Supplier experience details 8. Commercial information • Service levels • Outline costs • Acceptable payment terms • Financing arrangements 9. Disclaimer • Your RFI/RFP is not a contract or offer - no obligation to contract for the software or services • You reserve the right to accept or reject any response, and modify or cancel your RFI or RFP • No reimbursement for any costs incurred in preparing a response When creating a RFI or RFP, only use the components which are relevant to your needs. Keep the document format simple and straightforward. The RFI is typically a shorter document that is sent to a wider number of software vendors, to assist with short listing vendors. Whereas the RFP is a larger document issued only to a select few short listed vendors. For more RFI / RFP information, visit: RFI / RFP Sample, Reviewing RFI Responses, RFP Scoring Guidelines, RFI / RFP Evaluation, Rating Criteria for RFP, More Complex RFP Scoring