Free RFP Template Download: Word, PDF, and Google Docs

[YOUR COMPANY NAME] is seeking proposals from qualified vendors to [BRIEF DESCRIPTION OF PROJECT OR SERVICE NEEDED].

The primary objective of this engagement is to [STATE THE BUSINESS PROBLEM YOU ARE SOLVING]. Currently, [DESCRIBE THE CURRENT STATE AND WHY IT IS INADEQUATE]. The successful completion of this project will [DESCRIBE THE DESIRED FUTURE STATE AND MEASURABLE SUCCESS CRITERIA].

This project is expected to be completed within [NUMBER] weeks of contract execution, with a total budget range of $[MINIMUM] to $[MAXIMUM].

[YOUR COMPANY NAME] is a [INDUSTRY] organization with approximately [NUMBER] employees across [NUMBER] locations. Founded in [YEAR], the company [BRIEF DESCRIPTION OF WHAT YOUR ORGANIZATION DOES].

Our technology environment includes [LIST KEY SYSTEMS, PLATFORMS, OR INFRASTRUCTURE RELEVANT TO THIS PROJECT]. The selected vendor will need to integrate with or consider these existing systems.

The selected vendor will be responsible for delivering the following:

In Scope:
- [DELIVERABLE 1: Description, acceptance criteria, due date]
- [DELIVERABLE 2: Description, acceptance criteria, due date]
- [DELIVERABLE 3: Description, acceptance criteria, due date]

Out of Scope:
- [ITEM 1: Explicitly state what is NOT included]
- [ITEM 2: Explicitly state what is NOT included]

The vendor is expected to provide all necessary personnel, tools, and resources to complete the deliverables unless otherwise specified.

4.1 Mandatory Requirements (Must-Have)
Vendors must address each requirement individually in their proposal.

REQ-001: [REQUIREMENT DESCRIPTION]
REQ-002: [REQUIREMENT DESCRIPTION]
REQ-003: [REQUIREMENT DESCRIPTION]

4.2 Preferred Requirements (Nice-to-Have)
These requirements are not mandatory but will be used as differentiators during evaluation.

REQ-P01: [REQUIREMENT DESCRIPTION]
REQ-P02: [REQUIREMENT DESCRIPTION]

Proposals will be evaluated using the following weighted criteria:

Criterion                Weight    What It Measures
Technical Approach       30%       Methodology, architecture, risk mitigation
Relevant Experience      25%       Similar projects, references, case studies
Cost Proposal            20%       Total cost of ownership, rate transparency
Team Qualifications      15%       Named individuals, certifications, availability
Project Timeline         10%       Feasibility, milestones, dependency management

Each criterion will be scored on a 1 to 5 scale by [NUMBER] independent evaluators. Weighted scores will be summed for a total score out of 500 points.

RFP Issued:                    [DATE]
Q&A Deadline:                  [DATE, typically 5-10 business days after issue]
Q&A Responses Published:       [DATE, 2-3 days after Q&A deadline]
Proposal Submission Deadline:  [DATE, 2-4 weeks after issue]
Evaluation Period:             [DATE RANGE, 1-2 weeks]
Shortlist Presentations:       [DATE RANGE]
Vendor Selection Notification: [DATE]
Contract Negotiation Period:   [DATE RANGE]
Project Start Date:            [DATE]

The estimated budget range for this engagement is $[MINIMUM] to $[MAXIMUM]. This range [INCLUDES / DOES NOT INCLUDE] travel expenses, infrastructure costs, and third-party licenses.

Vendors should propose solutions within this range. Proposals exceeding the maximum will be considered if the vendor provides clear justification for the additional investment.

Cost proposals must be submitted separately from the technical proposal.

- Proposals must not exceed [15] pages, excluding appendices
- Submit in [PDF / Word] format to [EMAIL OR PORTAL URL]
- Technical and cost proposals must be submitted as separate documents
- Include at least [3] client references from similar projects completed in the last [3] years
- Include resumes for all proposed key team members
- Proposals must remain valid for a minimum of [90] days from the submission deadline
- All questions must be submitted in writing per the Q&A process below

- [YOUR COMPANY NAME] reserves the right to reject any or all proposals
- All materials submitted become the property of [YOUR COMPANY NAME]
- The selected vendor must maintain minimum insurance coverage of $[1,000,000] general liability and $[2,000,000] aggregate
- Issuance of this RFP does not constitute a commitment to award a contract
- Costs incurred in proposal preparation are the responsibility of the vendor
- Vendors must disclose any potential conflicts of interest
- The selected vendor must agree to NDA terms prior to contract negotiation
- Proposal validity period: [90] days from submission deadline

All questions regarding this RFP must be submitted in writing to [CONTACT EMAIL] by [Q&A DEADLINE DATE].

Questions and anonymized answers will be compiled and distributed to all invited vendors by [Q&A RESPONSE DATE]. No verbal questions or side-channel communications will be accepted during the evaluation period.

If a question results in a material change to the RFP, an addendum will be issued to all vendors and the submission deadline will be extended by at least [3] business days.

Direct all inquiries to: [PROCUREMENT CONTACT NAME, TITLE, EMAIL, PHONE]