---
title: "Maintenance software RFP template (PDF) | attendo"
description: "Free RFP template for choosing maintenance or field service software: requirements by area, questions for vendors and scoring criteria you can defend."
url: "https://attendo.me/en/guides/maintenance-software-rfp-template"
lang: "en"
---

# RFP template for choosing maintenance or field service software

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.

- PDF · 15 pages · 680 KB
- In English
- September 2026 edition

## Who it is for

- Maintenance, field service or operations managers about to switch software.
- Procurement and IT teams that need to compare proposals with clear criteria.
- Public bodies preparing a tender who want a technical starting point.

## Why we ask for your email

To send you the link and to be able to reply if you write to us about the guide. We do not subscribe you to anything: the newsletter is a separate box, unticked.

Done

## Your guide is ready

PDF · 15 pages · 680 KB

[See the other guides](https://attendo.me/en/guides)

Cover

Page 5 of 15

## What is inside

- A company profile sheet so proposals can be compared.
- Functional requirements in seven areas, from assets to KPIs, written without bias toward any vendor.
- Technical, security and data protection requirements.
- Services and contract terms: implementation, support, data portability and exit.
- Twenty questions for demos, and the answers that should worry you.
- Scoring criteria with starting weights and a matrix to compare proposals.

## What you will find inside

1. How to use this RFP
   How to write without bias, the three requirement levels and how vendors answer.
2. Your company profile
   The data vendors need so their proposals can be compared.
3. Functional requirements
   Seven areas: assets, work orders, preventive maintenance, field work, customers, spare parts and KPIs.
4. Technical, security and data requirements
   Hosting, access, backups, encryption, integrations, export and availability.
5. Implementation, migration, training and support
   What to get in writing about the project and about the service after go-live.
6. Contract terms
   The terms that protect your data and your budget for the whole contract.
7. Questions for vendors
   Twenty questions for demos, and the answers that should worry you.
8. Scoring criteria
   Starting weights, a rating scale, formulas and a matrix to compare proposals.
9. Before you publish it: avoiding bias
   Seven checks so that nobody can guess the winner by reading the RFP.

## Related articles

Choosing and rolling out software

### How to write an RFP for maintenance 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.

4 min read

Choosing and rolling out software

### 40 questions to ask before you buy a CMMS

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.

4 min read

## Other guides

- Template
  [Preventive maintenance plan template](https://attendo.me/en/guides/preventive-maintenance-plan-template)
- Checklist
  [Business software implementation checklist](https://attendo.me/en/guides/software-implementation-checklist)