RFP Software Templates: Ready-to-Use Procurement Documents

Professional RFP Templates for Software Procurement

Finding the right RFP software template saves procurement teams weeks of preparation time. Instead of starting from a blank page, our professionally crafted templates provide the structure, evaluation criteria, and best-practice content you need to run an effective software procurement.

These templates are informed by guidance from the Crown Commercial Service, the Government Commercial Function, and the Chartered Institute of Procurement & Supply (CIPS).

Available RFP Templates

1. Software Selection RFP Template

Best for: Procuring off-the-shelf or SaaS solutions

This template covers the complete lifecycle of evaluating and selecting existing software products:

Requirements specification with MoSCoW prioritisation
Vendor capability assessment criteria
Product demonstration scoring guide
Reference check questionnaire
Total cost of ownership calculator
Migration and implementation planning requirements
Service level agreement expectations

2. Software Development RFP Template

Best for: Commissioning bespoke software development

Tailored for organisations procuring custom-built solutions, this template includes:

Outcome-based specification approach (aligned with GOV.UK agile delivery)
Technical architecture requirements
Development methodology expectations (Agile, Waterfall, hybrid)
Team composition and capability requirements
Intellectual property and code ownership provisions
Testing and quality assurance expectations
Deployment and DevOps requirements
Ongoing maintenance and support structure

See our dedicated page on RFP for software development templates for more detail.

3. Software Implementation RFP Template

Best for: Procuring implementation services for a product you've already selected

When you've chosen the software but need a partner to implement it:

Implementation methodology and approach
Data migration specifications
Integration requirements with existing systems
Training and change management expectations
Go-live criteria and rollback procedures
Post-implementation support and hypercare period
Knowledge transfer requirements

4. Software Maintenance & Support RFP Template

Best for: Procuring ongoing support for existing systems

For re-tendering support contracts or establishing new maintenance arrangements:

Service level definitions (P1-P4 incidents)
Response and resolution time requirements
Proactive monitoring and reporting expectations
Change management and release procedures
Security patching and vulnerability management
Capacity planning and performance management
Continuous improvement expectations

What Makes a Good RFP Software Template?

Clear Structure

A well-structured RFP guides vendors to provide comparable responses. Our templates follow the structure recommended by the Government Commercial Function:

Context — Why are you procuring? What problem are you solving?
Requirements — What must the solution do?
Constraints — What are the non-negotiables?
Evaluation — How will you assess responses?
Commercial — What are the contractual expectations?
Process — How should vendors respond?

Appropriate Detail

Too vague and you'll get inconsistent responses. Too prescriptive and you'll stifle innovation. Our templates strike the right balance:

Must-have requirements are specific and measurable
Nice-to-have features allow vendors to differentiate
Outcomes are described alongside specific requirements
Constraints are clearly distinguished from preferences

Fair Evaluation

Transparent evaluation criteria lead to better responses and defensible decisions:

Published weightings for each section
Clear scoring descriptors (what does a 5/5 look like vs a 3/5?)
Separation of quality and price assessment
Moderation process for scoring consistency
Aligned with Public Contracts Regulations requirements on transparency

Template Sections Explained

Executive Summary Requirements

Ask vendors to provide a concise overview of their proposal. This should cover:

Understanding of your requirements
Proposed solution overview
Key differentiators
High-level timeline and approach

Functional Requirements Matrix

Structure your requirements as a matrix that vendors can respond to systematically:

| Req ID | Requirement Description | Priority | Vendor Response | Evidence | |--------|------------------------|----------|-----------------|----------| | FR-001 | System must support SSO via SAML 2.0 | Must | Yes/No/Partial | Details | | FR-002 | Dashboard must display real-time KPIs | Must | Yes/No/Partial | Details | | FR-003 | System should support multi-language | Should | Yes/No/Partial | Details |

Non-Functional Requirements

Cover these critical areas:

Performance — Response times, concurrent users, data volumes
Availability — Uptime SLA, planned maintenance windows, DR/BC
Security — Cyber Essentials, ISO 27001, penetration testing, data encryption
Accessibility — WCAG 2.1 AA compliance (mandatory for public sector under accessibility regulations)
Scalability — Growth projections and how the system accommodates them
Compliance — UK GDPR, sector-specific regulations

Pricing Template

Provide a structured pricing schedule so responses are comparable:

| Cost Element | Year 1 | Year 2 | Year 3 | Total | |-------------|--------|--------|--------|-------| | Licence/subscription | | | | | | Implementation | | | | | | Data migration | | | | | | Training | | | | | | Support & maintenance | | | | | | Additional services | | | | | | Total | | | | |

How to Customise These Templates

Start with the template closest to your need — Selection, development, implementation, or support
Adapt the requirements — Replace placeholder requirements with your specific needs
Set your evaluation criteria — Adjust weightings based on your priorities
Add your organisation context — Background, current systems, strategic objectives
Review compliance — Ensure alignment with your procurement regulations
Set timelines — Add realistic dates for clarifications, submissions, and evaluation

Public Sector Considerations

If you're a UK public sector organisation, ensure your RFP template accounts for:

Procurement Act 2023 — The new Procurement Act introduces changes to procedures and transparency requirements
Social Value — Include social value requirements per PPN 06/20
SME access — Consider how to make your RFP accessible to smaller suppliers per GOV.UK guidance
Cyber security — Reference NCSC cloud security principles for hosted solutions
Data sovereignty — Specify UK data residency requirements where applicable

Using rfp.quest to Create and Respond to RFPs

rfp.quest goes beyond static templates. Our RFP software platform provides:

Dynamic template generation — AI creates a tailored RFP based on your specific requirements and sector
Requirement suggestion engine — AI recommends requirements you might have missed based on similar procurements
Evaluation framework builder — Create balanced, defensible evaluation criteria with scoring descriptors
Response automation — For vendors, AI-powered RFP response software that drafts answers against your evaluation criteria

Frequently Asked Questions

Are these templates free to use? Yes. All templates are freely available and can be customised for your organisation. For AI-powered template generation and ongoing management, explore our RFP management software.

Do I need different templates for different procurement procedures? The core content is similar, but the process sections differ. Open procedures, restricted procedures, and competitive dialogue each have specific rules under the Procurement Act 2023.

How do I ensure my RFP is legally compliant? For public sector, follow GOV.UK procurement guidance and use the standard templates where available. For private sector, ensure your terms are reviewed by legal counsel.

What format should my RFP be in? Word documents are standard for the main RFP. Provide pricing schedules in Excel for easier comparison. Consider portal-based submission for larger procurements.

How can I get vendors to take my RFP seriously? Be professional, realistic, and transparent. Include budget guidance, clear timelines, and fair evaluation criteria. Vendors invest significant time in proposals — respect that investment.

Access all templates with a free rfp.quest account → or learn more about our AI-powered RFP software.