Free template
A free request for proposal template in Word for ERP, CRM and other business software, with requirements, fit gap ratings, a five year cost table and scoring built in.
By Christopher Fagan, Managing Partner, PEF Consulting Partners
A note before you start
Most software selections are decided before the RFP goes out, usually by whichever demo impressed someone most. A good RFP slows that down. It describes your processes and outcomes rather than a list of features, asks suppliers to show how they would meet them, and is scored against weightings agreed before anyone reads a response. Ask for the implementation team and the five year cost, not just the licence price.
Christopher Fagan, Managing Partner, PEF Consulting Partners
Start with your business requirements, grouped by process and prioritised as must, should or could. Agree the scoring weightings before you issue the RFP. Ask suppliers to respond requirement by requirement with a fit rating, and to state their assumptions and the five year cost. Shortlist on the written responses, then run scripted demonstrations using your own scenarios and data.
[Organisation name] | Version 0.1 | [Date] | Owner: [Name, role]
[Who you are, what you do, why you are buying, your timeline and the outcomes you expect.]
| Step | Date |
|---|---|
| RFP issued | |
| Clarification questions close | |
| Responses due | |
| Shortlist announced | |
| Scripted demonstrations | |
| Preferred supplier selected | |
| Contract signed |
Suppliers rate each requirement: standard, configured, extension or third party, or not met.
| ID | Process | Requirement | Priority (must, should, could) | Fit rating | How it is met | Supplier comment |
|---|---|---|---|---|---|---|
| Cost line | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 |
|---|---|---|---|---|---|
| Subscription or licences | |||||
| Implementation services | |||||
| Support and maintenance | |||||
| Third party products | |||||
| Internal and other costs |
[Ask for the method, an outline plan, named key people with CVs, client responsibilities and three references from similar projects.]
| Criterion | Weighting |
|---|---|
| Functional fit | 35% |
| Implementation approach and team | 20% |
| Total cost of ownership | 20% |
| Technology, security and integration | 15% |
| Supplier viability and references | 10% |
[Response deadline and format, page limits, confidentiality, your right to reject any response, and the fact that issuing the RFP is no commitment to buy.]
Template by PEF Consulting Partners, pefconsultingpartners.co.uk. Free to use and adapt.
Related reading: software procurement and selection, independent ERP vendor selection, how to choose an ERP system, the statement of work template.
A request for proposal: a document that describes what you need and asks suppliers to propose how they would deliver it and at what cost, in a format you can compare fairly.
A comparison of your requirements with what the software does as standard. Each requirement is rated as a fit, a configuration, an extension or a gap, and each gap gets a decision: change the process, extend the software or accept it.
An RFI gathers information to build a long list. An RFP asks for a full proposal against your requirements. An RFQ asks for a price for something already well defined.
For ERP or a large CRM, typically eight to sixteen weeks from issue to selection, including scripted demonstrations and reference calls. Rushing it usually costs more later.
An independent hand on the RFP and the scoring keeps the selection about your requirements rather than the best demo, and we take no commission from any vendor.