A good request for proposal (RFP) saves time for you and for the partners who reply. It lets you compare answers fairly. Here is a plain structure you can copy.
Keep it short and specific
Two to four pages is enough for most projects. Say what you need, not how to build it.
Template
1. About us Company name, industry, size, locations and a short description of what you do.
2. The problem What is not working today? Give two or three real examples.
3. Goals What should be better after the project? Use measures such as time saved, errors reduced or reports available.
4. Scope
- Teams and number of users.
- Processes and modules involved.
- Existing systems to connect or replace.
- Data to be moved.
5. Must-haves and nice-to-haves List them separately so partners can focus.
6. Technology preferences Name any platform you already use or want to use. Say if you are open to other options.
7. Timeline Desired start, key dates and any fixed deadline.
8. What we want in your reply
- Your understanding of our need.
- Your approach and plan with dates.
- The team who will work on it.
- Two references from similar projects.
- A written quote that lists what is included and what is not.
- Support and warranty after go-live.
9. How we will choose Say how you will score answers, for example fit, experience, plan, support and cost.
10. Deadlines and contact Reply date, questions date and one contact person.
Tips
- Send it to three to five partners, not twenty.
- Offer a short call so partners can ask questions.
- Treat every partner the same and share answers to questions with all.
Get help
Describe your need on SARVO and we will help you reach partners that fit. You can also browse technology partners.
FAQ
Do I need an RFP for a small project? A one-page brief with the same headings is often enough.
Should I share my budget? A rough range helps partners suggest a realistic plan.