Create Request for Proposals with requirements specifications, evaluation criteria, scoring rubrics, timelines, and compliance requirements
Design comprehensive Requests for Proposals (RFPs) that clearly specify requirements, establish fair evaluation processes, and attract qualified vendor responses. Well-crafted RFPs reduce confusion, streamline vendor comparison, and ensure compliance with procurement standards.
Mandatory Requirements (Yes/No; non-negotiable):
Req ID | Category | Requirement | Criticality | Evaluation
-------|----------|-------------|-------------|----------
F-001 | Functionality | Support 100K users | MANDATORY | Does product support this scale?
F-002 | Functionality | Real-time integration with Salesforce | MANDATORY | What's latency? Update frequency?
F-003 | Security | SOC 2 Type II certified | MANDATORY | Provide recent audit report
F-004 | Uptime | 99.9% uptime SLA | MANDATORY | What's the penalty for non-compliance?
Desired Requirements (Weighted for evaluation):
Req ID | Category | Requirement | Weight | Priority
-------|----------|-------------|--------|----------
D-001 | Performance | Sub-second query response | 15% | HIGH
D-002 | UX | Intuitive mobile interface | 10% | MEDIUM
D-003 | Analytics | Advanced reporting dashboards | 10% | MEDIUM
D-004 | Support | 24/7 phone support | 5% | LOW
Technical Specifications:
Scoring Rubric (example with 100-point scale):
| Criterion | Weight | Points | Excellent (5) | Good (3) | Acceptable (1) | Unacceptable (0) |
|---|---|---|---|---|---|---|
| Functionality (30%) | 30 | 30 | Exceeds all requirements; advanced features | Meets core requirements; minor gaps | Meets 70% of requirements | Fails to meet key requirements |
| Implementation Timeline (15%) | 15 | 15 | Ready in 4 weeks; proven rollout | Ready in 8 weeks; standard approach | Ready in 12 weeks; custom work | >12 weeks or uncertain |
| Pricing (20%) | 20 | 20 | <$100K total; clear cost structure | $100-150K; transparent pricing | $150-200K; some unclear costs | >$200K or hidden fees |
| Security & Compliance (20%) | 20 | 20 | SOC 2 Type II + industry certifications | SOC 2 Type II compliant | Security audit in progress | No security certifications |
| Support & SLA (10%) | 10 | 10 | 24/7 phone + 99.99% uptime SLA | Business hours support + 99.9% SLA | Email support + 99% SLA | Limited support; no SLA |
| References (5%) | 5 | 5 | 5+ recent enterprise refs in our industry | 3+ relevant enterprise refs | Some references; smaller companies | No references or negative feedback |
Scoring Method:
Service Availability:
- Uptime SLA: 99.9% (allows 43 minutes/month downtime)
- Availability window: 24/7/365
- Credit: 1% per 0.1% below target (max 10% monthly credits)
Performance Guarantees:
- API response time: <200ms (p95)
- Data sync latency: <15 minutes
- Report generation: <5 minutes for standard reports
Support:
- Emergency (P1): 15-minute response; 4-hour resolution
- High (P2): 1-hour response; 8-hour resolution
- Medium (P3): 4-hour response; 1-business-day resolution
- Low (P4): Next business day response; 5-business-day resolution
Escalation:
- P1 after 2 hours: Escalate to VP Engineering
- P1 after 4 hours: Escalate to VP Customer Success
Penalties:
- SLA breach: Monthly credit to next invoice
- Repeated breaches (>2/quarter): Right to terminate with 30 days notice
Pricing Format (be specific about what's included):
Category | Year 1 | Year 2 | Year 3 | Notes
---------|--------|--------|--------|-------
Software License | $50,000 | $55,000 | $60,500 | 5% annual increase max
Implementation | $30,000 | - | - | Professional services
Training (4 days) | $10,000 | - | - | On-site training
Support (24/7) | $25,000 | $26,250 | $27,563 | Included in license
TOTAL YEAR 1 | $115,000 | $81,250 | $88,063 |
3-YEAR TOTAL | | | | $284,313
Payment Terms (specify expectations):
Data Security:
Intellectual Property:
Termination Clauses:
Insurance:
Date | Event | Details
-----|-------|--------
Feb 28 | RFP Release | Posted publicly; vendor portal opens
Mar 7 | Vendor Q&A Deadline | Questions must be submitted by 5 PM ET
Mar 10 | Vendor Response Released | Answers shared with all vendors
Mar 20 | Proposal Deadline | Final proposals due; no exceptions
Mar 25-29 | Initial Evaluation | First-pass scoring; vendor short-list selected
Apr 2-5 | Demos | Shortlisted vendors present demos (1 hour each)
Apr 10 | Final Scoring | Evaluation committee final scoring
Apr 12 | Reference Calls | Calls with top 2-3 vendors' references
Apr 15 | Negotiation | Begin contract negotiation with top vendor
Apr 30 | Contract Signed | Expected signature date
May 5 | Project Kickoff | Implementation begins
Format Requirements:
Required Sections:
Submission Method:
Organization:
Product Maturity:
Experience:
Support & Success:
Roles:
Committee Agreement: All evaluators agree to:
Vendor Briefing (optional):
RFP Q&A Process:
Post-RFP Communication:
Post-Award: Before signing contract, negotiate:
Red Flags During Negotiation:
Use this skill to: Attract qualified vendors, ensure fair evaluation, establish clear expectations, and negotiate contracts with confidence.