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RFP Template Example Features

Requirements, Sample RFPs, Evaluation Toolkit

RFP Template Functions for Choosing Software Accurately





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Example RFP


Unbiased RFP Template Toolkits are available for 100+ software applications, and each template performs tasks that save time while optimizing the results of each step in the software selection process. Each example RFP capability listed below illustrates these are much more than a typical RFP!

RFP & Evaluation Templates for Selecting the Best Software

Each Toolkit contains a collection of customizable templates that can be used to identify system requirements, prepare detailed RFPs, and evaluate vendor proposals (examples below), all of which help ensure selection of the best software solution for your organization's needs. All RFP Template Toolkits contain the following: New Feature  End-to-End (E2E) Business Process evaluation & comparison filters now included!  End redundant activities. Reduce Cycle times. Eliminate workflow bottlenecks. Easily select software based on the TRUE VALUE it delivers!  View Details...

The example RFP features below illustrate how these templates can be used to save time and money at every step in the software selection process, from user needs gathering to RFP processing to system implementation. To view detailed information about a specific RFP & download working samples, please see the RFP Template button at the bottom of this page.

(All RFPs are updated on a monthly basis, and provided with a No Questions Asked, No-Nonsense 30 Day Money-Back Guarantee!)

All Toolkits include the easy-to-use, yet highly effective, tools shown below for requirements identification, RFP template preparation, and in-depth vendor RFP response evaluation:


Detailed Requirements:

Each RFP Template Toolkits provides and utilizes the industry's largest and most up-to-date collection of application criteria (guaranteed!). In addition to core functionality, issues such as big data, dashboards, mobile apps, Hadoop, and revenue recognition (and many more!) are addressed in detail as applicable to each application. This ensures that your RFP queries vendors about the issues that matter most in terms of usability, payback, and software useful life
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THOUSANDS of RFP QUESTIONS & SYSTEM REQUIREMENTS - (the most detailed available!)
  • Professionally written in a quantitative manner to obtain easily compared and evaluated vendor responses.
  • Full sentences used throughout to communicate needs criteria as clearly as possible to obtain the best responses.
  • Reduce time wasted replying to redundant vendor questions caused by unclear questions.
  • Certified to address all standard application criteria.
  • Important Exception Cases covered in each application.

(Click thumbnail to view example RFP Table of Contents)

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Eliminate the weeks, even months, of time needed to identify software requirements by using the thousands of pre-loaded software criteria as a User Needs Survey. In addition, comprehensive Fit/GAP features are also included with each RFP to efficiently identify, categorize, and prioritze user needs and system requirements. These RFP templates can be used, if needed, as a very accurate user needs assessment tool. Determine the gaps between company needs and the software currently in use with these built-in Fit/GAP tools.


RFP Templates:

Each RFP Template provides functionality to collect vendor responses in a fully validated manner that ensures EASY, RELIABLE comparison and scoring, then goes on to score all vendor responses for quality, doability, and supportability. Much more than a typical RFP!
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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY - (be sure it is available where needed!)

Unlike other RFPs, Infotivity RFP Template Masters automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each RFP Template Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable software system implementation schedules.

(CRM & Marketing software RFP samples shown)

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ENHANCEMENT COST TRACKING CAPABILITY - (get what you are paying for!)

Enables all RFP templates to cross-reference vendor invoice amounts with the specific features requiring custom scripting and/or source code changes. This enables the RFP become a very accurate cost management and implementation audit tool. Very useful for expediting Earned Value Management (EVM).

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DETERMINE RISK & SUPPORTABILITY - (identify hidden support issues!)

RFP Template Masters automatically evaluate vendor response data collected quantitatively to determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed software system up and running. Measure the true impact of each system on your business over the long term.

(Human Resource Information System RFP examples shown.)

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ensure the proposed software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise.

(Workflow RFP Samples Shown)

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ensures consistent, easily compared and evaluated vendor responses. This saves time and effort, eliminating errors during the comparison and evaluation of vendor proposals.
Follow this link to see an example RFP screen showing how this works.


RFP Response Comparison and Evaluation

Completely user defined scoring parameters enable the most accurate vendor response (proposal) evaluation. Analyze, compare, and evaluate proposed software from all perspectives: - suitability, supportability, doability, and financial!
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"SIDE-By-SIDE" RESPONSE COMPARISON - (compare software proposal details up-close!)

Compare vendor RFP responses quickly and accurately using a color-coded comparison matrix that makes comparing complex responses side-by-side easier and less confusing. The matrix shows affirmative responses with green backgrounds, negative with red, and risky responses with yellow. Included with all RFP templates.

(Purchasing Management software samples shown.)

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COMPREHENSIVE WEIGHTED GRADE SCORE - (determine suitability to your actual needs!)

A weighted grade score based on user-defined weights is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company;s specific needs priorities. Scores can be calculated by business process, by module, or by topic to obtain scores that reflect the true value of a proposed system.

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Indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is.

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RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "doability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.

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Obtain accurate information about how proposed software will affect your organization immediately and long term into the future. Compare the following key financial ratios side-by-side: Payback Period, Internal Rate of Return (IRR), Present Value (PV), Net Present Value (NPV), and others.

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AUTOMATIC WEIGHTED GRADE SCORING - (compare proposed system suitability!)

A score based on quantitative data that illustrates the ability of a proposed solution to to address your business needs. This bar-chart graph compares the overall total weighted grade scores of each vendor system proposed.

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Compares the methods each vendor is planning to use for providing the proposed solution. The bars show how much each competing proposal relies on "out-of-the-box", Fully Supported functionality, how much functionality is based the Report Writer, the Configuration option, or 3rd Party product, and how much functionality is being delivered via Custom Programming & Scripting.

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An RFP response (proposal) may appear to be very good when compared to others, but in many cases the real results are very different.once implementation begins the reality could be totally different. The ease with which a system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to Software System Features only.

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This chart compares each proposed system using its total Weighted Score, its Supportability Index, and Vendor Profile. Use this to determine the OVERALL RISK of each proposed system and if the system can indeed be implemented as proposed by the vendor successfully.

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Compares competing vendor's Profile Score. This is the sum of the scores for background, expertise, experience, capabilities, and other criteria located in the RFP Vendor Global Issues section. The Vendor Profile Score provides a way of quantitatively assessing the overall abilities of each proposing vendor.


RFP Suporting Tools and Documentation Included:

COVER LETTER TEMPLATES - Make the task easier with this software RFP cover letter template collection. Choose from Letters designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and "Best & Final Offer Request" to meet your unique needs.
BPE / BPR / WORKFLOW Checklists - An ideal Excel-based template for mapping the current "AS-IS" state of an existing business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state or determining what is required to implement a new process, or preparing for data conversion.
RISK ASSESSMENT MATRIX CHECKLIST - focused on software acquisition and implementation projects for working sample "Click Here"
The OPTIMIZED RFP GUIDE - Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom RFP questions and evaluation of same. Included or Sold Separately
THE SOFTWARE CUTOVER CHECKLIST - Helps Streamlines Implementation! Included or Sold Separately
MS WORD RFP DOCUMENTATION - describing the organization and usage of the RFP Template.
MS WORD RESPONSE MATRIX DOCUMENTATION - describing the organization and usage of the Vendor RFP Response comparison matrix.
Completely customizable using everyday Excel commands.
Universal Excel spreadsheet technology. - All vendors knows Excel. It does not require any installation, and presents NO learning curve. Why make vendors download and learn new software, or be tied to the Web, just to respond to an RFP? You want vendors to respond to your RFP, not take a "PASS" on it.

Follow this link to view the complete RFP Template list!

Thousands of pre-loaded RFP questions ensure no important requirements "slip through the cracks". All questions are in quantitative format that ensures all vendor responses will be concise and easy to compare. All are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required by a specific software application type.


A Detailed List of:

Extensive Fit/GAP Analysis

Accurately dentity and prioritize areas of missing functionality (GAPs) between the software system currently in use and client/company current or projected needs. Easily determine the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of software requirements useful for use in the later phases of the software evaluation/selection process, i.e., in RFP preparation, Software Presentations (Demonstrations), Price/Contractual negotiation, and software implementation. More details are availalble at Fit/GAP Analysis Details.


A Detailed and Comprehensive List of

Enhancement Cost Tracker

Use the Enhancement Cost column to cross-reference the proposed cost of each custom script and/or source code modification with the specific feature requiring that work to be done. Ideal for use in managing vendor invoices to prevent payments to vendors from exceeding usable system progress, preventing vendor over-billing, preventing proposed tasks from being overlooked, and as a system implementation audit tool.
In addition, all RFP templates have the ability to cross-references specific requirements with the cost of the custom coding, scripting, and system configuration tasks needed to implement them, all of which provides excellent implementation management that can reduce implementation costs up to 35%. Ideal for project management and controlling costs using techniques such as Earned Value Management (EVM).

enhancement for human resource and payroll software

Identify BOTH Software Features Availability and Deliverability

FSM Features

Unlike other RFPs that try (and fail) to gather useful solutions data about complex software system features, RFP Template Masters are not constrained to the use of summary-level "Yes" or "No" answers. Each RFP Template Master uses a Feature Support Matrix (FSM) that identifies BOTH feature AVAILABILITY and DELIVERY Method. This RFP Template Master function is useful during both the software selection AND the implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

Determine the Risk & Supportability of Proposed

Software Solutions

Unlike other RFPs, an RFP Template Master can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Template Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Template Master function is useful during both the software selection AND the implementation phases of a large system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

Workflow Topics Included.

The ability of the proposed software to successfully integrate with existing business process work flows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new system. This RFP Template Master examines all pertinent Workflow features in detail.


Vendor Response Input Validation.

Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each enterprise/business, web, and content management software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

"Apples-to-Apples" Comparison of Proposed Systems

Fast, Color-Coded Software Comparison

These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare large-scale software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.


Automatically calculates an extensive set of ratios used to compare the quality and feasibility of vendor proposals quickly and accurately.


These comprehensive and CUSTOMIZABLE Weighted Grade Point Scoring functions are used to determine how well MATCHED a vendor proposal is to your specific prioritized requirements.


Use an extensive set of ratio calculations to compare vendor proposals quickly and efficiently.

Cost Savings Analysis.

COST SAVINGS ANALYSIS - Calculates and illustrates Yearly Savings, Payback Period, Return on Imvestment (ROI), Internal Rate of Return (IRR), and other software project decision making ratios.

Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed system. This is calculated as follows: The vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a proposed software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed software system to your overall requirements.

Feature Delivery Method Comparison:

This is an analysis of how each vendor will deliver the functionality listed in their proposal. This graph shows how much, in percentage terms, is Fully Supported functionality available "out-of-the-box", the percentage that will be done using the Report Writer, how much will be done using Configuration Parameter changes, or with a Third-Party add-in, versus the percentage to be done by Custom Coding, whether it be Scripting or actual source code modification. This information is extremely useful for identifying the RISK inherent in each proposal, since a Fully Supported feature or function is far less risky than that same thing implemented through a scripting or custom programming task.

Supportability Index Graph:

The Supportability Index is a forecast of how much system support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed software system, and which business processes depend on the customized system.

Overall Comparison Graph:

This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.

Vendor Profile Score Graph:

The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the RFP. The vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.

Evaluation Ratios

The Screen below describes all of the Vendor RFP Response evaluation ratios automatically calculated in our software RFP Template Masters:

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