Simplifying Outsourced CAFM Selection Home for Selecting CAFM Software

Select Outsourced Facility Management (CAFM) Service

Outsourced CAFM Selection RFP Toolkit - Samples & Screens

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   Software Selection  >  Other CAFM RFP Templates  >  Outsourced Facility Management Service Selection

Select Outsourced CAFM Service Quickly

This customizable RFP Template Master contains over 3,668 pre-loaded criteria for selecting outsourced facility management (CAFM) services, and utilizes automated response evaluation processes that save significant time compared to RFPs that require the user to manually evaluate and score every individual vendor CAFM response item. Click to

Do not use an Outsourced CAFM RFP that allows vendors to answer its questions any way they choose!

Vendors prefer to respond with answers designed to makes their product look best, and this poses problems. For example, in response to a question about the availability of a specific CAFM function, one vendor might answer with "Yes", while another could answer "In the 4th quarter of next year", while yet another could answer "Yes, with custom scripting". There is no way to automate the evaluation and scoring of such wildly different answers!

The only way these inconsistent answers can be scored is for a human being to read each answer, evaluate it, then assign a score to it. An RFP for Outsourced CAFM could easily have over 1,000 questions. Imagine how long it would take to score just one RFP!

Infotivity RFP templates utilize quantitative RFP questions and input validation to elicit vendor answwers in a consistent format ideal for automatic evaluation and scoring using your priorities!

This RFP for choosing an external CAFM service provider comes with an extensive outsourcing services selection toolkit to help select the best outsourced facility management services based on CAFM services suitability, quality, supportability, and financial impact.

Be sure you use a CAFM RFP that also comes with vendor response comparison and evaluation matrices!

Sending the RFP to outsourced CAFM service providers is only half the battle.  Each CAFM service provider's response to the RFP must still be evaluated and scored, a very complex, time-consuming task if done manually. For example, if the RFP allowed providers to enter their own answers, then many phone calls will be needed to clarify those answers. Once clarified, all outsourcing provider CAFM proposals must be compared, then scored for suitability and financial impact. These comparison, scoring, and financial ratio calculation functions must be created by you if not provided with the RFP.

Due to above, some vendors offer online vendor response evaluation and comparison functions, usually at an additional cost.  This raises a big question - Why pay extra money just to compare and evaluate vendor responses to your RFP?

Infotivity RFP templates come with a Software Selection Toolkit that enables you to quickly easily compare vendor proposals in detail side-by-side, calculate Weighted Grade Scores for both Suitability to your specific needs and Supportability, and all relevant Financial Ratios such as Payback, ROI, IRR, and NPV!

NOTE: These outsourced CAFM requirements are updated monthly! Actual screens & questions from this RFP are below to show how they enables you to successfully evaluate and select facility management (CAFM) outsourcing services.  Make your CAFM outsourcing services selection decision based on the most current features and best practices (not last year's!).

This facility management RFP Toolkit includes everything needed to identify requirements, prepare an RFP, compare & evaluate vendor proposals, and select the best outsourced CAFM services provider, all shown below.  Scroll Down or Click to

This RFP & CAFM Selection Toolkit includes:

These powerful vendor response evaluation templates for CAFM systems ensures impartial and accurate analysis of all competing vendor CAFM outsourcing services proposals at the weighted grade score, supportability, and financial levels, all to help you select the best CAFM outsourcing services system for your needs.


Outsourced Facility Management (CAFM) Service Selection Criteria

SAVE WEEKS, even MONTHS OF TIME by using 3,668 pre-loaded, professionally written CAFM outsourcing services RFP questions and criteria to communicate your outsourced CAFM services requirements quickly and accurately. View pre-loaded outsourced CAFM requirements category details!  ALL industry standard features are addresses!

Pre-defined outsourced facility management service RFP criteria ensure that important CAFM outsourcing services features are not overlooked. All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare.

NOTE: In order to help you identify your true CAFM service requirements, we have included the The CAFM Requirements Checklist with Fit-GAP Analysis Matrix in this RFP toolkit. This enables you to identify outsourcing services, workflow, and compliance needs more precisely, and thereby tailor your RFP to those needs. It and can also provide information useful in prioritizing the fulfillment of those needs.


Identify BOTH CAFM Software Features Availability and Delivery Mode

OBTAIN ALL SELECTION DECISION-MAKING DATA! Unlike others, this RFP template automatically collects the information needed to identify BOTH the AVAILABILITY of needed CAFM outsourcing services features, and their DELIVERY MODE, i.e., HOW those features will be delivered, e.g. through scripting, or a report writer, or some other configuration option. This is very useful in determining the RISK inherent in a vendor proposal, and the Supportability of proposed outsourced CAFM service system.


Determine the Risk & Supportability of Proposed CAFM Software

SELECT AN OUTSOURCED CAFM SERVICE BASED ON ALL THE FACTS. This RFP template will automatically evaluate vendor response data in a quantitative manner to determine the SUPPORTABILITY INDEX of each proposed CAFM outsourcing services system. This index ranks the potential support problems inherent in each proposed system. It also automatically calculates and compares the amount of ongoing support needed to keep each proposed CAFM outsourcing services system up and running. This measures the true net impact of each CAFM system on your business over the long term.

Unlike others, this RFP template can illustrate potential support problems (and risk) inherent in vendor CAFM outsourcing services proposals. The Feature Support Matrix (FSM) used by this RFP categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, an CAFM 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 function is useful during both the CAFM outsourcing services selection AND the implementation phases of a large facility management system because it enables effective Earned Value Management (EVM) through detailed cross-referencing of usable CAFM outsourcing services functionality and vendor invoices.


Vendor Response Input Validation.

VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor CAFM outsourcing services proposals.

Vendors must answer each CAFM 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 outsourced facility management services question in a consistent, standard manner. This eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! This ensures vendor CAFM proposals are easy to compare and evaluate, which makes the CAFM outsourcing services selection process much more accurate!


Included with this Outsourced Facility Management (CAFM) services RFP are the following vendor response evaluation, comparison, & selection tools....



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


CAFM Proposal Quality Evaluation Ratios

CAFM System Response Evaluation Ratios (scores) help you save time.

Select CAFM outsourcing services very accurately using this extensive set of financial ratio calculations to compare facility management vendor proposals quickly and efficiently.


CAFM Software Proposal Evaluation Ratios - Side-by-Side Comparison

This CAFM outsourcing services evaluation scorecard uses an extensive set of ratio calculations to compare and select vendor CAFM proposals quickly and efficiently.


Color-Coded, "Apples-to-Apples" Comparison of Proposed CAFM Systems

"APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed CAFM system outsourcing services features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge.

These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each CAFM 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 outsourced facility management services system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your CAFM selection & implementation project on-schedule and under-budget.


Weighted Grade Score Comparison

AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed CAFM outsourcing services system fits your business needs and goals, prioritized by the custom weights (importance levels) you previously assigned. This automated graph compares the weighted score for a proposed CAFM system against others immediately - there is no need to manually evaluate and score vendor CAFM responses as you have to do with other RFPs. Select CAFM outsourcing services faster and more accurately!


CAFM Software Feature Delivery Method Comparison:

Feature Delivery Methods This graph compares HOW each vendor is planning to deliver the proposed facility management (CAFM) system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration table option, or through an embedded 3rd Party product, and how much is dependant on Custom Programming/Scripting.

This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) CAFM system feature presents far less risk than that same CAFM feature delivered in some other way, such as a custom scripting or programming task or a report writer.


Supportability Index Comparison:

Supportability Index A proposed facility management (CAFM) outsourcing services system could look very good on paper, but once implementation begins the reality could be very different. The ease with which an CAFM 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 CAFM Software System Features, and compares the potential support potentially required by each proposed CAFM system.

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


Overall CAFM System Comparison:

Overall Comparison This graph compares the total Weighted Score of each proposed CAFM system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed CAFM system and whether or not the system can indeed be implemented by the proposing vendor successfully. The more custom code, the higher the risk posed by that system. Therefore, the more custom coding, the more CAFM expertise and capabilities a vendor should have.


CAFM Vendor Profile Score Comparison:

Vendor Profile Scores This graph compares a score measuring the background, CAFM expertise, capabilities, and other data collected in the Vendor Global Issues section of the RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing vendor.

The backgrounds, expertise, capabilities, and certifications of each CAFM outsourcing services vendor is obtained in the Vendor Global Issues section of the RFP. The vendor responses to this section are totaled separately from the outsourcing services 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.


CAFM Software Cost Savings Analysis:

OUTSOURCE CAFM COST ANALYSIS - Calculates and illustrates Yearly Savings, Payback Period, Return on Investment (ROI), Internal Rate of Return (IRR), and other outsourcing services project decision making ratios.


This facility management RFP Toolkit includes a full set of Auxillary Checklists and Full Documentation INCLUDED:


BPE / BPR / WORKFLOW Checklists - Ideal templates for mapping the current "AS-IS" state of an existing CAFM process down to the data element level, a time-saving organizer when developing the new "TO-BE" CAFM system state, or determining what is required to implement a new CAFM process, or preparing for data conversion.

Full Version of risk assessment matrix checklist focused on CAFM outsourcing services acquisition and implementation projects for working sample "Click Here". Be sure your CAFM selection project is running on all cylinders!

COVER LETTER SAMPLES - Make the task easier with this CAFM outsourcing services RFP cover letter template collection. Choose from Letter samples 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 CAFM needs.

the Optimized CAFM RFP Guide. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom, quantitative RFP questions. Correctly formatted RFP questions are key to successful CAFM outsourcing services selection. Included, also Sold Separately

The CAFM System Cutover Checklist Helps Streamlines Implementation! Included, also Sold Separately

MS Word document describing the organization and usage of the CAFM System Response Evaluation & Comparison matrices.

MS Word document describing the organization and usage of the CAFM Software RFP template.

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Several Toolkit options are available, each assembled to match your current CAFM project needs. Each is listed below.

  • Option #1 - CAFM Selection Toolkit BUNDLE - Includes ALL user surveys, CAFM system requirements, RFP, evaluation, and demonstration script templates shown on this page, bundled together at a significant discount. Ideal if you are just starting the project.
  • Option #2 - RFP Template & Vendor CAFM Response Evaluation Toolkit ONLY - Includes the Requirements Checklist, RFP Template, and all Vendor Proposal Evaluation templates. Perfect if you have already started to collected user needs/requirements.
  • Option #3 - CAFM System Demonstration Toolkit ONLY - includes just the Demonstration script. Great for those who have already selected their CAFM finalists and now wish to have them demonstrate their outsourcing services.



BUNDLED - Includes ALL CAFM System Selection Templates. - Save $139.00!

Purchase and download the Outsourced Facility Management Software Requirements Checklist, RFP Template, Vendor Response Evaluation Matrix, and Demonstration Script toolkits bundled. This bundle includes:

  • Unlimited Vendors, Staff Users, and Projects - No Questions Asked 30 Day Money-Back Guarantee
  • 3,668+ CAFM Selection Criteria
  • All User Needs and System Planning Templates
  • the full CAFM Requirements Checklist with Fit/GAP Analysis Template
  • CAFM Request for Proposal (RFP) Template Toolkit
    • In-Depth, Detailed CAFM Request for Proposal (RFP) Template
    • Vendor Input Validation
    • CAFM Feature Availability & Delivery Evaluation
    • Vendor RFP Response Evaluation
    • CAFM Response Quality Analysis
    • Enhancement / Cost Cross-Reference
    • Weighted Grade Scoring
    • Supportability Index Scoring
    • Optimized RFP Guide
    • RFP Documentation
    • All Cover Letter, Guide, & Checklist Templates
  • INCLUDES the full CAFM Proposal Evaluation, Comparison, & Selection Template Toolkit
    • Side-by-Side Response Comparison with Heat Map
    • Vendor CAFM Response Quality Ratios
    • CAFM Response Evaluation Scorecard
    • 3-D Bar Chart Response Comparison Graphs
    • Evaluation Matrix Documentation
  • INCLUDES the full CAFM System Demonstration Script Toolkit
    • CAFM Software Demonstration Script
    • Demonstration Evaluation Matrix
  • FREE LIVE SUPPORT - Chat/Telephone/Email

$618.00 US         (Secure Checkout)    

If you have any questions please Contact Us.





Buy just the CAFM Software RFP Template and Vendor Response Evaluation Templates described above. This includes the CAFM Requirements Checklist with Fit-GAP Analysis, Request for Proposal (RFP) Template, and all Vendor Response (Proposal) Weighted Grade Scoring, Supportability, Comparison Matrix, and Financial Ratio calculation tools. Everything needed to plan your new system, identify your true requirements, prepare a meaningful RFP, and select the best CAFM outsourcing services based on your requirements. This bundle includes ALL the Tools summarized below:

  • No Limit on Vendors, Staff Users, and Projects - Unconditional 30 Day Money-Back Guarantee
  • 3,668+ CAFM System Selection Criteria
  • All User Needs & System Planning Templates
  • the CAFM Requirements Checklist with Fit/GAP Analysis Template
  • the CAFM Request for Proposal (RFP) Template Toolkit
    • In-Depth, Detailed CAFM Request for Proposal (RFP) Template
    • Vendor Input Validation
    • CAFM Feature Availability & Delivery Evaluation
    • Vendor RFP Response Evaluation
    • CAFM Response Quality Analysis
    • Enhancement / Cost Cross-Reference
    • Weighted Grade Scoring
    • Supportability Index Scoring
    • Optimized RFP Guide
    • RFP Documentation
    • All Cover Letter, Guide, & Checklist Templates
  • INCLUDES the full CAFM Proposal Evaluation, Comparison, & Selection Template Toolkit
    • Side-by-Side CAFM Response Comparison with Heat Map
    • Vendor Response Quality Ratios
    • CAFM Response Evaluation Scorecard
    • 3-D Bar Chart Response Comparison Graphs
    • Evaluation Matrix Documentation
  • FREE LIVE SUPPORT - Telephone/Email

$479.00 US         (Secure Checkout)    

Have questions? Please Contact Us.




Buy only the Outsourced Facility Management (CAFM) SYSTEM DEMONSTRATION TEMPLATE described above. Obtain everything needed to schedule and present in-depth CAFM demo scenarios to vendors, all grouped by application/department focus. Schedule different user groups for different demo sessions, as summarized below:

  • Unlimited Number of Staff Users, Vendors, and Projects
  • Detailed Vendor CAFM Software Demonstration Script Template
  • FREE LIVE SUPPORT - Telephone/Email

$279.00 US         (Secure Checkout)    


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"Using your RFP template, we did in 4 weeks what it took others almost a year to do."

Mobile Communications
5,200+ Facilities Worldwide

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2,500+ employees

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