What Is a Software RFP?
A sample RFP for software is a structured document that organisations use to invite vendors to propose solutions for their technology needs. Whether you're procuring a new CRM, commissioning bespoke development, or selecting a SaaS platform, a well-written RFP ensures you get comparable, evaluable responses from the market.
The Crown Commercial Service manages several technology procurement frameworks, and their Digital Marketplace (now transitioning to new platforms) has set the standard for how public sector organisations buy technology. Our sample RFPs draw on these established best practices.
Free Software RFP Template
Below is a comprehensive template structure you can adapt for your own software procurement. Each section includes guidance on what to include and common pitfalls to avoid.
Section 1: Introduction & Background
Include:
- Organisation overview and context
- Current systems landscape (what you're replacing or integrating with)
- Project drivers and business objectives
- Timeline and key milestones
- Budget range (if disclosable)
Example text:
"[Organisation Name] is seeking proposals from qualified vendors to supply and implement [type of software]. The solution must integrate with our existing [systems] and support approximately [X] users across [Y] locations. This procurement is being conducted in accordance with Public Contracts Regulations 2015 / our internal procurement policy."
Section 2: Scope of Requirements
Include:
- Functional requirements (must-have vs nice-to-have, prioritised)
- Non-functional requirements (performance, scalability, availability)
- Integration requirements (APIs, data formats, existing systems)
- Data migration requirements
- User roles and access levels
- Reporting and analytics needs
Tip: Structure requirements using MoSCoW prioritisation (Must, Should, Could, Won't) as recommended by GOV.UK Service Manual.
Section 3: Technical Requirements
Include:
- Hosting model (cloud, on-premise, hybrid)
- Security standards (Cyber Essentials, ISO 27001, SOC 2)
- Data protection and UK GDPR compliance
- Accessibility standards (WCAG 2.1 AA as minimum for public sector)
- Browser/device compatibility
- Disaster recovery and business continuity
- Support and maintenance SLAs
Section 4: Vendor Qualifications
Include:
- Company information (size, age, financial stability)
- Relevant experience and case studies
- Team qualifications and availability
- Accreditations and certifications
- Insurance requirements
- References (preferably from similar organisations)
For public sector: Align with the Selection Questionnaire standard template published by Cabinet Office.
Section 5: Pricing Structure
Include:
- Licence/subscription costs (per user, per module, or flat rate)
- Implementation and configuration costs
- Data migration costs
- Training costs
- Ongoing support and maintenance costs
- Any additional costs (customisation, integration, travel)
- Total cost of ownership over contract term (typically 3-5 years)
Section 6: Evaluation Criteria
Include:
- Quality/technical weighting (typically 60-70%)
- Price weighting (typically 30-40%)
- Sub-criteria breakdown with individual weightings
- Scoring methodology (0-5 scale with descriptors)
Example evaluation matrix:
| Criteria | Weighting | Sub-criteria | |----------|-----------|--------------| | Functional fit | 30% | Coverage of must-have requirements, ease of use | | Technical approach | 20% | Architecture, security, integration capability | | Implementation plan | 15% | Timeline, risk management, migration approach | | Team & experience | 15% | Relevant case studies, team qualifications | | Price | 20% | Total cost of ownership, value for money |
This aligns with GOV.UK evaluation guidance on balanced quality/price assessment.
Section 7: Submission Instructions
Include:
- Response format and structure requirements
- Page/word limits per section
- Required attachments (accounts, insurance, policies)
- Clarification question process and deadlines
- Submission deadline (date, time, format)
- Contact details for queries
Section 8: Terms & Conditions
Include:
- Contract duration and extension options
- Payment terms
- Intellectual property provisions
- Data processing agreement requirements
- Termination provisions
- TUPE considerations (if applicable)
- Reference to Model Services Contract for public sector
Sample RFP by Software Type
CRM Software RFP Sample
Focus areas: contact management, pipeline tracking, reporting, integration with marketing automation and ERP systems, data quality, user adoption features.
ERP Software RFP Sample
Focus areas: financial management, procurement, HR, asset management, multi-entity support, regulatory reporting, data warehouse integration.
Project Management Software RFP Sample
Focus areas: task management, resource allocation, time tracking, portfolio reporting, agile/waterfall methodology support, collaboration features.
Custom Development RFP Sample
Focus areas: development methodology, technology stack, team composition, testing approach, deployment strategy, IP ownership, ongoing maintenance. See our detailed guide on RFP for software development.
Best Practices for Writing a Software RFP
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Start with outcomes, not features — Describe what you need to achieve, not how to achieve it. This gives vendors room to propose innovative solutions.
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Be specific about constraints — Non-negotiable requirements (security standards, accessibility, integration points) should be crystal clear.
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Include evaluation criteria upfront — Transparency about how you'll score responses leads to better quality submissions, as recommended by CIPS procurement guidance.
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Allow for clarification — Build in a Q&A period and publish all clarification responses to all bidders equally, per Public Contracts Regulations regulation 53.
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Set realistic timelines — Allow vendors adequate time to respond (minimum 30 days for complex software procurements).
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Reference standards — Point to specific standards (ISO, WCAG, Cyber Essentials) rather than vague requirements like "must be secure."
How rfp.quest Helps with Software RFPs
Whether you're writing an RFP or responding to one, rfp.quest provides:
For buyers:
- RFP templates pre-populated with best-practice sections and requirements
- AI-assisted requirement drafting based on your objectives
- Evaluation matrix builder with scoring calibration tools
- Vendor response comparison and scoring dashboard
For suppliers:
- AI-powered response drafting against evaluation criteria
- Compliance checking against mandatory requirements
- Content library for reusable technical responses
- Deadline and milestone management
Explore our full RFP software platform or see our RFP response software for supplier-focused features.
Frequently Asked Questions
How long should a software RFP be? A typical software RFP ranges from 15-40 pages depending on complexity. Keep it focused — overly long RFPs discourage quality vendors from bidding.
Should I include a budget in my RFP? It depends on your procurement rules. For public sector, GOV.UK guidance encourages transparency. For private sector, including a range helps ensure proposals are in the right ballpark.
How many vendors should I invite? For competitive tenders, 4-6 vendors typically provides healthy competition without overwhelming your evaluation team. For open procedures under Public Contracts Regulations, you cannot limit the number.
What's the difference between an RFP and an RFI? An RFI (Request for Information) is exploratory — you're gathering market intelligence. An RFP is a formal invitation to bid on a defined requirement. Many organisations issue an RFI first to shape their RFP. Learn more about RFP vs tender terminology.
Can I use these templates for public sector procurement? Yes, but ensure you adapt them to comply with your specific regulations. For UK public sector, align with the Procurement Act 2023 requirements and use standard templates where available.
Download our free RFP templates → or explore the full rfp.quest platform for AI-powered procurement.