Sample for selecting Accounting, CRM, HR or Payroll software
Creating a Request for Proposal (RFP) or Request for Information (RFI) 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.
The main components of a Request for Proposal or Request for Information are listed below.
However, if you are looking for a quick and easy-to-use template see our universal RFI Template, RFP Template, or RFP (Response) Evaluation Template.
Or, if you are looking to also gather system requirements and then prepare an RFI or RFP - see the RFI/RFP Templates for Accounting, Business Intelligence, CRM and HR Payroll.
1. Covering letter
Introducing your RFI or RFP and requesting a response
2. Executive summary
Summary of your RFI or RFPOverview of your business needsYour objectivesKey selection steps and datesConfidentiality statement
3. Instructions for replying to the RFP / RFI
Guidelines for your RFI / RFP processHow you would like a response - written, the format, number of pages, where it should be sentContact person at your organisation, to handle any queriesRFP / RFI response time scales and deadlinesOutline of how you will evaluate RFP / RFI responses
4. Organisation background
Outline details about your organisationPresent software and systemsKey staff involved
5. Overview requirements for your new systems
Mandatory software requirements to be included within your RFIAny restrictions or constraints you may haveOutline implementation dates
6. Detailed specification of your new system requirements
A schedule of your essential and desirable detailed system / software requirements within your RFPEssential / desirable hardware, operating system, database and network requirementsEstimated quantity, or number of system users or records
7. Commercial information
Service levelsOutline costsAcceptable payment termsFinancing arrangements
8. Additional vendor information required
Multiple software product and supplier detailsMaintenance and support detailsImplementation and system training detailsCustomer referencesSupplier experience details
Your RFI/RFP is not a contract or offer - with no obligation to contract for the software or servicesYou reserve the right to accept or reject any response, and modify or cancel your RFI/RFPNo reimbursement for any costs incurred in preparing a response
When creating a Request for Proposal or RFI, only use the components that are relevant to your needs. Keep the document format simple ie a standard template format. 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 typically a larger document issued only to a select few short listed vendors.
For RFI / RFP Template information visit: RFI Template / RFP Template / RFP Evaluation Template