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Request for Proposal (RFP) Template

Example RFP and Organization Guide

This Template Enables Better System Selection!





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Example Request for Proposal (RFP)

This free RFP Template example (below) is the model that all Infotivity RFPs are patterned after. It is unique in that it is designed to thoroughly query vendors about all aspects of the software, system configuration, and implementation services they are proposing. This ensures that you receive an RFP response containing all the information needed to select the best software for your organization.

This example RFP template shows what information must be acquired to do the following based on your unique needs:

  • Properly Define the Project Scope - Eliminate Scope Creep by following this RFP example!
  • Protect your Organization Legally - This template illustrates criteria that will hold Vendors Accountable!
  • Investigate Vendor Background and Expertise - Ensure the Correct Expertise Will Be Used When Needed on your Project!
  • Easily Determine Your Unique Requirements - Reduce or Eliminate Overlooked RFP or System Requirements
  • Obtain a Complete Vendor RFP Response (Proposal) - A Simple List of System Features, as provided by some technology evaluation centers or software selection hubs, is NOT Enough!
  • Determine Proposal Qualtiy - Ensure the Proposed System Will Run Smoothly, at the Lowest Cost!
  • Score Each Vendor's RFP Response based on Suitability and Supportability (Risk) - Based on Your Specific Requirements!
  • Calculate the Financial Impact of a Proposed System - Ensure the Investment is Made Wisely!

RFP Template

Request for Proposal Template

This free RFP model outlines what to query vendors about regardiong all aspects of a planned system, e.g., required functionality, configuration, implementation, initial training, all on-going support and training, and pricing. Topics crucial to RFP & project success are identified with VERY IMPORTANT. This RFP template has the following sections:


This section of the RFP is where all the rules governing how the project is organized, how it is going to be run, and who is responsible for what project activities, are stated.

  • Invitation to Propose
  • Name Definitions
  • Turnkey System Provision
  • Current System Overview
  • Project Goals
  • RFP Processing Schedule
  • Contact Information
  • Contract Incorporation - VERY IMPORTANT! All of the Vendor's proposal must be automatically made part of the final contract between you and the venodr!
  • RFP Preparation Cost

This template section quesries vendors about their background:

  • Vendor Contact Data:
  • Contacts
  • Vendor History
  • Ownership History
  • Financial History
  • Vendor & Staff Certifications - VERY IMPORTANT! Vendors must have certified expertise with proven system implementation methodologies, not hackers! Each Infotivity template includes criteria for meeting Carnegie Mellon Software Engineering Institute (SEI) CMMS, ISO, and other standards.
  • Project Management Capabilities

If you are acquiring a Cloud-based system this is VERY IMPORTANT! These in-depth criteria and unique RFP functions query vendors about how the vendor's data center is organized, and how secure it is, then automatically SCORE it for efficiency and performance! Find out if it is a fake or truly real cloud-based system! Found ONLY in an Infotivity RFP template!


Transition is defined as those tasks required to move the current data and operations, as defined elsewhere in this RFP, to the new, proposaed system and/or to Service Provider's data center if cloud-based. A "discovery" or "due diligence" period may be required to review the Client's existing environment and procedures key information.


The comprehensive criteria in this RFP section query vendors about a collection of Service Level Agreements (SLAs) to monitor the functions and performance of the proposed system. VERY IMPORTANT! This holds vendors accountable to specific response times and service quality standards. These must be prepared to your specificiation by the selected vendor. Each Infotivity template contains detailed SLA criteria for each business process area listed below should be provided:

  • Disputes Resolution
  • Disaster Recovery Planning (DRP)
  • HelpDesk
  • Security
  • Confidentiality

This part of the template queries vendors about:

  • Supported data export formats
  • Databases the proposed software successfully integrates with.
  • The Level of Integration with Each Database

VERY IMPORTANT! In the event of a Cloud-based system, this section queries vendors about the extent to which the following can be configured dynamically by a duly authorized Client user:

  • Accessible Set-Up Functions
  • Fields Visiblity on-screen
  • Access to System-Level Field Attributes

VERY IMPORTANT! This template section queries vendors about the extent to which their software can be customized. This determines how much flexibility you will have in the future. Each Infotivity RFP contains criteria that queries vendora about:

  • User Interface Consistency
  • Search Facilities
  • Customizable Screens
  • Customizable Help
  • Field-Level Customizations
  • Business Process Customizations
  • Dashboard Design
  • Architacture
  • Dashboard Layout
  • Dashboard Presentation
  • Configuration Options
  • Pre-Configured Dashboards

VERY IMPORTANT! This template section queries vendors about their system's support for mobile app creation and use. This determines how much mobile app flexibility you will have in the future. Each Infotivity template queries vendors about:

  • Data Element Availability
  • Mobile Apps by Type
  • General Purpose Mobile Apps
  • Global Compliance Requirements
  • Industry-Specific Compliance
  • Industry/Trade/Professional Certifications
  • Language Support
  • Currency Support
  • Operating Systems
  • Standards Support
  • Scalabilitu
  • Mobile Operating System
  • Handheld Device Support
  • Network Support
  • Standards Supported

VERY IMPORTANT - This is where the APPLICATION SPECIFIC software system criteria go. The number depends on the application involved, ranging from approximately one thousand (1,000) to well over five thousand (5,000) plus many other non-system focused criteria regarding configuration, training, and similar. Total criteria count can be well over 6,000! See the RFP Template specific to your desired application for more detail.


Most state-of-the-art software systems today include document management functions to one degree or another. It is VERY IMPORTANT to find out how and where this functionality is made available, since this will determine how actionable and usable the information provided to the user actually is. It also determines how usable the proposed system's workflow capabilities are.

  • Document Capture
  • Document Storage
  • Document Retrieval

VERY IMPORTANT! These criteria query vendors if and how the proposed system supports user-defined, automated workflow processing. Critical if you require truly automated workflow processes enabling the system to route documents to specific workstations without human intervention, as opposed to ad-hoc workflow. The criteria in this RFP section address:

  • Process Definition
  • Electronic Forms Support
  • Routing Rules Definition
  • Event Response Functions
  • Manual Activity Interface

VERY IMPORTANT! This template section queries vendors about the extent to which their software can be customized. This determines how much flexibility you will have in the future. Each Infotivity RFP contains criteria that queries vendora about: It is important to find out how the proposing vendor can and/or will help you assemble plans to protect the system and data against natural and man-made disasters, as part of the RFP process. Each Infotivity template provides criteria to query vendors about:

  • Continuous Business Continuity Planning
  • Recurring Risk Assessment
  • Crisis Action Plan
  • Disaster Recovery Plan
  • Uninterruptible Power Supply (UPS)

Moving data from one database to another involves much more than simply running an "off-the-shelf" conversion program. A conversion program must be designed and built. Differences between source and target field data types, for example, moving IBM EBCDIC (Extended Binary Coded Decimal Interchange Code ) to ASCII, and changing database schema due to version upgrades, bug fixes, and customization can wreak havoc on any conversion program. If major data conversion(s) are anticipated, it is VERY IMPORTANT to query vendors about their expertise and capabilities in the topics below. Each Infotivity template queries vendors about:

  • Conversion Planning & Design Expertise
  • Extraction, Transformation, & Load (ETL) Experience
  • ETL Tools and Data Storage
  • Data Integration Tools Used
XVIII. Cloud Administration -

VERY IMPORTANT! This template section queries vendors about the Cloud manaement tools supported. Each Infotivity RFP contains criteria about:

  • Administration Tools Provided by Cloud Provider
  • Administration Tools Supported by Cloud Provider
  • Cluster Management Facilities Available
XIX. Security -

In the Cloud environment security involves much more than user profiles and passwords! If you are planning a Cloud-based system, it is VERY IMPORTANT the RFP query vendors about the proposed system's ability to support the newer Cloud access and security standards. This RFI/RFP template queries vendors about:

  • Core Application Security
  • Security Management
  • Security Controls
  • File Access Rights
XX. System Configuration -
  • Configuration/Integration Tools
  • Enterprise Integration
  • OLE/DDE Support
XX1. System Implementation -

VERY IMPORTANT! It is critical that a vendor provide the expertise and tools needed for a well planned system implementation. Each Infotivity template investigates:

  • Vendor System Methodologies
  • System Implementation Practices
  • Business Process Translation
XXII. System Support -
  • On-Site Support
  • Local Support Availability
  • Telephone HelpDesk Availability
  • Online Help & Documentation
XXIII. System Pricing -
  • Initial One-Time Costs
  • License Cost
  • Requirements Analysis
  • Installation
  • Data Conversion
  • Initial Training
  • On-Going Costs
  • Per Transaction/Occurrence Costs
  • Monthly Costs
  • Yearly Costs
  • Annual Support
  • Annual Maintenance
  • Additional Training
  • Expansion User Increment

Each RFP Template Toolkit provides the above criteria sections and many others to save time and money at every step in the software selection process, ranging from user needs gathering to RFP processing to system implementation. You can view detailed information about a specific RFP application & download working samples by using the button below to display a list of available RFP Template Toolkits.

(All RFP Toolkits are updated on a regular monthly basis, and backed by a No Questions Asked, No-Nonsense 30 Day Money-Back Guarantee!)

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"The detailed requirements we found in the RFP template for process manufacturing ERP, as well as Infotivity's effective help, enabled the successful outcome of our ERP software selection project."
      - Diane H., Natural Cosmetics Mfr.

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