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RFP template · Free PDF
An RFP ready to adapt, useful for a private purchase or a public tender: requirements grouped by area and written as capabilities, questions for vendors and a way to score proposals that you can defend.
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Preview
Contents
How to use this RFP
How to write without bias, the three requirement levels and how vendors answer.
Your company profile
The data vendors need so their proposals can be compared.
Functional requirements
Seven areas: assets, work orders, preventive maintenance, field work, customers, spare parts and KPIs.
Technical, security and data requirements
Hosting, access, backups, encryption, integrations, export and availability.
Implementation, migration, training and support
What to get in writing about the project and about the service after go-live.
Contract terms
The terms that protect your data and your budget for the whole contract.
Questions for vendors
Twenty questions for demos, and the answers that should worry you.
Scoring criteria
Starting weights, a rating scale, formulas and a matrix to compare proposals.
Before you publish it: avoiding bias
Seven checks so that nobody can guess the winner by reading the RFP.
Further reading
Choosing and rolling out software
A badly written RFP goes wrong in one of two ways. Either it leans toward one vendor and invites a protest, or it is so generic that the cheapest, weakest bid wins. This guide is about avoiding both.
Choosing and rolling out software
Take this list to every demo. It works with any maintenance software vendor: buyers who ask good questions end up with the right software. And it is better to find out before you sign than three months later.
Template
Preventive maintenance plan template