9 Sections Covered in Our Sample RFP for Software
If you’ve ever tried creating a Request for Proposal (RFP) from scratch, you know it’s no small task. Even more challenging is creating an RFP for Software. There are countless RFP templates available online—almost as many as there are industries. For every type of material or service imaginable, someone has likely created or issued a Request for Proposal (RFP). At RFPTemplates.org, we’ve developed templates based on years of hands-on experience in materials management and procurement field. We understand the challenges-and the time drain-it can be to create an RFP from zero.
RFP #45 is our specialized template for custom software procurement. It’s designed to cover all the critical details vendors need to provide accurate proposals, while keeping the process streamlined for you. No fluff, no guesswork—just a clear, professional framework that saves hours and reduces risk.
Here’s what it includes:
Section 1 – Instructions to Vendors
Clear guidelines on how and when vendors should respond to your proposal. This section also includes a project timetable outlining key dates such as:
- Issue date
- RFP submission deadline
- Vendor meetings
- Award date
- Software delivery
- Testing period
- Implementation schedule
A timeline is essential for both parties to keep the project on track.
Section 2 – Firm Overview
Provides bidders with insight into your organization’s background, key business drivers, and how the software will integrate into your environment.
Section 3 – Overview of Business Operations
Details current client services, new services you plan to add, and an overview of your existing system.
Section 4 – Summary of Key Requirements
A concise summary of what you need from the software solution.
Section 5 – Functional Requirements
Includes a matrix for vendors to complete, covering both essential and desirable features.
Section 6 – Technical Requirements
Outlines hardware specifications and other technical considerations.
Section 7 – Software Characteristics
Specific questions about the software’s capabilities and features.
Section 8 – Cost and Quotation Instructions
Guidelines for vendors to provide accurate pricing details.
Section 9 – Contractual Information
Requests vendors’ standard terms and conditions, including any non-negotiable clauses.
This RFP template is ideal for software procurement and comes included in both our Purchasing Manager Bundle and Mega Bundle. Get a head start on issuing your RFP-let us make the process faster, easier, and more professional!