Skip to main content
RFP QuestSign inJoin betaBook a Demo

UK supplier guide

Sample RFP for Software:
Worked Outline and Free Builder

A software RFP should state the outcome, requirements, implementation, price, evaluation and exit. Use the worked sections below, then build and copy an outline with your own details.

Build and copy the software RFP →

Checked against primary sources40 sources linked below

  1. Start with the user need

    This guide’s primary sources

  2. Choose the purchase shape

    This guide’s primary sources

  3. Ask for testable evidence

    This guide’s primary sources

  4. Compare the whole-life offer

    This guide’s primary sources

  1. The outcome leads the outline

    Describe what changes for users before specifying features.

    This guide’s primary sources

  2. The whole cost needs a schedule

    Include implementation, support and exit.

    This guide’s primary sources

  3. The template is editable content

    Adapt the legal procedure separately before issue.

    This guide’s primary sources

What belongs in a sample RFP for software?

Start with the result you need, then state requirements, service, price and how offers will be assessed.

Software purchase

  1. Outcome

    Describe the users, problem and intended change.

    Technology Code of Practice

  2. Requirements

    Separate must-have constraints from scored preferences.

    Award criteria

  1. Describe the users, problem and intended change.

    Technology Code of Practice

  2. Separate must-have constraints from scored preferences.

    Award criteria

  3. Ask for licence, delivery, support and exit costs.

    Sourcing Playbook

  4. Tell suppliers how the response will be assessed.

    Section 23

Which starting shape matches the software purchase?

Buying an existing product, commissioning a build and renewing support need different schedules.

PurchaseSpecifyDo not overlook
SaaS or existing softwareUsers, configuration, migration, interfaces, service levelsSubscription increases and data export
Bespoke developmentOutcomes, phases, acceptance, code ownershipDiscovery findings and ongoing maintenance
ImplementationMigration, integration, training, rollbackResponsibilities of the product supplier
Support renewalIncidents, patching, releases and service measuresHandover and exit
Government Technology Code of Practice

How do you move from a software outline to a comparable offer?

Set the outcome, the evidence and the assessment before asking vendors to invest in a proposal.

  1. Start with the source01

    Start with the user need

    Name the users, problem and change the purchase needs to deliver.
  2. Define the scope02

    Choose the purchase shape

    Separate an existing product, a bespoke build, implementation and support.
  3. Read the evidence03

    Ask for testable evidence

    Write functional, data, accessibility and security requirements vendors can answer consistently.
  4. Make the decision04

    Compare the whole-life offer

    Consider delivery, support, commercial terms and exit alongside the licence price.
  5. Name the next action05

    Test the completed pack

    Check evaluation weights, response formats and buyer instructions before issuing the outline.

A supplier’s review sequence, based on the primary sources below. It is not a measured outcome or a prescribed buyer timetable.

What does a real software procurement ask beyond licences?

Energia’s published CRM and billing procurement also describes implementation and ongoing support.

Published 9 March 2026; used here to show separate scope lines, not as a completed template or endorsement.

The utility estimates £150 million excluding VAT for the procurement and an initial seven-year term, with three optional annual extensions at its discretion.

The requests-to-participate deadline was 15 April 2026 at noon; this historical case is not an invitation to bid now. Read the published value, term and deadline.

  1. Energia Group NI Holdings Limited publishes the procurement.

    Notice 021069-2026

  2. The notice describes a SaaS CRM and billing platform.

    Published scope

  3. Systems implementation services are included.

    Published scope

  4. This is a historical tender example, not a claim that bidding remains open.

    Check the current record

Can you build and copy your own software RFP?

Yes: choose a starting shape, complete the buyer’s details and set evaluation weights that add to 100%.

Sample wording remains editable. The output stays in this browser until you copy it; it is an outline, not legal approval or a published notice.

Start from

Buying an off-the-shelf or cloud product as a UK public body: every section on, and social value at the PPN 002 floor for central government.

Sections16 of 16 in the RFP
  1. 01
  2. 02
  3. 03
  4. 04
  5. 05
  6. 06
  7. 07
  8. 08
  9. 09
  10. 10
  11. 11
  12. 12
  13. 13
  14. 14
  15. 15
  16. 16
100%Adds to 100

Price 30% · quality 60% · social value 10%

25%
15%
15%
5%
10%
30%

Software RFP: Your software procurement

Issued by Your organisation

01Introduction and background

[organisation] invites proposals for [project name]. This request for proposal (RFP) sets out what we need, how we will evaluate responses and the commercial terms that will apply.

We currently use [current system], which [reaches end of support on date / no longer meets our needs because …]. The new system will be used by around [number] staff across [number] sites, and by [members of the public / partners] where stated below.

  • Organisation background: [size, sector, locations]
  • Current systems landscape: [the systems this must work alongside]
  • Key stakeholders and governance: [sponsor, product owner, evaluation panel]

02Scope of work

The contract covers the supply of the software and the services needed to put it into use. Anything not listed as in scope is out of scope unless we agree a change in writing.

  • In scope: subscription licences for [number] named users, configuration, data migration, integration with [systems], training and support for [3] years, with an option to extend by [1 + 1] years
  • Out of scope: [hardware / network changes / business process redesign]
  • Optional extras, priced separately: [additional modules, extra environments]

03Business objectives and outcomes

We are buying outcomes, not features. Proposals should explain how the solution will achieve each outcome below and how progress will be measured.

  • Reduce the time to [process a case] from [x days] to [y days] within [12] months of go-live
  • Retire [number] spreadsheets and [legacy system] by [date]
  • Give managers live reporting on [measures] without manual collation

04Functional requirements

Respond to every line of the requirements matrix (Annex A). For each requirement state whether it is met out of the box, met by configuration, met by customisation, on the roadmap (with a date) or not met, and give evidence. The priority column uses MoSCoW: Must, Should, Could, Won't this time.

RefRequirementPriorityResponseEvidence
FR-001Staff sign in with our identity provider using single sign-on (SAML 2.0 or OpenID Connect)MustMet / Partly / Not met[explain]
FR-002Managers see live dashboards of open cases by team and ageMustMet / Partly / Not met[explain]
FR-003Users can export any report to CSV and PDFShouldMet / Partly / Not met[explain]
FR-004The interface is available in WelshCouldMet / Partly / Not met[explain]

05Non-functional requirements

  • Performance: pages load in under [2] seconds for [95]% of requests with [number] concurrent users
  • Availability: [99.9]% monthly, excluding agreed maintenance windows notified [5] working days ahead
  • Accessibility: meets WCAG 2.2 AA; the supplier provides an accessibility statement and fixes reported issues within [timescale]
  • Compatibility: current versions of Edge, Chrome, Safari and Firefox, and [mobile platforms]
  • Scalability: supports growth to [number] users and [volume] records without re-procurement

06Security and data protection

The supplier will process personal data on our behalf and must meet UK GDPR. Describe how the service protects our data, where it is hosted and how you will support our data protection impact assessment.

  • Hold Cyber Essentials Plus, ISO/IEC 27001 or an equivalent, and keep it current for the life of the contract
  • Host and back up our data in [the UK / a location we approve]; list every sub-processor
  • Explain how the service meets the NCSC cloud security principles
  • Commission an independent penetration test [annually] and share the summary findings
  • Notify us of any security incident affecting our data within [24] hours

07Integration and data migration

  • Integrate with [finance system], [HR system] and [identity provider] using documented APIs
  • Provide a documented, versioned API for our own reporting and future integrations
  • Migrate [number] records from [legacy system], with a trial migration, a reconciliation report and our sign-off before cut-over

08Implementation, training and change

  • An implementation plan with milestones, dependencies on us and named roles
  • Configuration workshops and a test environment for our user acceptance testing
  • Training for [number] end users and [number] administrators, and materials we can reuse
  • Go-live criteria, a rollback plan and [4] weeks of post-go-live hypercare

09Service levels and support

Support is available [08:00–18:00 UK time, Monday to Friday] with a [24/7] route for Priority 1 incidents.

PriorityDefinitionRespond withinResolve within
P1Service unavailable or data at risk[30 minutes][4 hours]
P2Major function unavailable, workaround exists[2 hours][1 working day]
P3Minor fault[1 working day][5 working days]
P4Question or change request[2 working days][agreed plan]

10Commercial terms and pricing

Complete the pricing schedule (Annex B) in full. We will evaluate the total cost over [5] years, including every cost we would pay to use the service as proposed. Prices are in pounds sterling, excluding VAT.

Cost elementYear 1Year 2Year 3Total
Licence or subscription
Implementation and configuration
Data migration
Training
Support and maintenance
Total

11Exit, data return and termination

  • On exit, return all our data in [CSV / an open format we agree] within [30] days, then delete it and confirm in writing
  • Provide an exit plan within [3] months of the contract starting, and keep it up to date
  • Co-operate with any replacement supplier during a handover period of up to [3] months

12Social value

Social value is [10]% of the total score. Choose [one] outcome from our social value model, describe what you will deliver in this contract and how you will measure and report it. Commitments you make become contract terms or key performance indicators.

13Evaluation criteria and weighting

Quality answers are scored 0–4 against the published descriptors by each panel member and moderated to a consensus score. Price is scored as the lowest total whole-life cost divided by the bidder's total, multiplied by the price weighting.

CriterionWeightWhat is assessed
Functional fit25%Requirements matrix, demonstration
Technical and security15%Architecture, integration, security, accessibility
Implementation and support15%Plan, migration, training, service levels
Supplier experience5%Relevant customers, references
Social value10%One outcome from the social value model
Price30%Total whole-life cost over the contract
Total100%

14Procurement timetable

The dates below are our plan. We may change them, and will tell every supplier at the same time if we do.

StageDate
RFP issued[date]
Clarification questions close[date]
Responses due[date: at least 25 days after issue where responses go in electronically and every document is issued at once]
Demonstrations for shortlisted suppliers[dates]
Award decision and contract award notice[date]
Standstill ends (at least 8 working days)[date]
Contract start[date]

15Response format and instructions

  • Answer each quality question in no more than [1,000] words; text over the limit will not be read
  • Complete Annex A (requirements matrix) and Annex B (pricing) in the templates provided, unaltered
  • Submit through [portal] by [time] on [date]; late responses will not be accepted
  • Send clarification questions through the portal only; we will publish questions and answers to all suppliers, anonymised

16Supplier information and references

  • Company profile, ownership and financial standing [or confirm your record on the Central Digital Platform]
  • Three references from customers of similar size using the proposed product, at least one live for over a year
  • The team who will deliver the implementation, and their availability

Paste the Markdown into Word, Google Docs or your e-tendering portal’s editor. Square brackets mark what only you can fill in.

Which requirements make software proposals comparable?

Write observable outcomes and constraints rather than asking every vendor for its longest feature list.

Comparable answers

  1. Function

    State the user need, priority and acceptance test.

    Government user-story guidance

  2. Data

    Define migration, access, processing and export.

    ICO guidance

  1. State the user need, priority and acceptance test.

    Government user-story guidance

  2. Define migration, access, processing and export.

    ICO guidance

  3. State the accessibility requirements and validation expected.

    Public-sector accessibility

  4. Specify the assurance needed for this service.

    NCSC cloud principles

What should the buyer settle before issuing the RFP?

Resolve scope, assessment, timetable and contract terms before asking suppliers to invest in a response.

  1. Before you start01

    Use the current documents

    Check the primary publication and later changes before using the sequence below.
  2. Check 202

    Confirm the outcome

    Obtain sponsor and user agreement on what needs to change.
  3. Check 303

    Separate gates from preferences

    State essential constraints and the evidence requested.
  4. Check 404

    Publish the assessment

    Explain relative importance, demonstrations and price comparison.
  5. Follow through05

    Test the pack

    Check that a supplier can prepare a complete, comparable offer.

An editorial order of work, not a buyer's fixed timetable. The current notice and documents determine participation and submission.

Can a template determine the procurement procedure?

No: the authority, scope and commencement date determine which rules apply.

Content and process

  1. Procurement Act

    New procurements from 24 February 2025 in England, Wales and Northern Ireland, subject to scope and exceptions.

    Cabinet Office procedures

  2. Scotland

    Devolved Scottish authorities follow separate Scottish procurement legislation.

    Scottish Government

  1. New procurements from 24 February 2025 in England, Wales and Northern Ireland, subject to scope and exceptions.

    Cabinet Office procedures

  2. Devolved Scottish authorities follow separate Scottish procurement legislation.

    Scottish Government

  3. A procurement already started under earlier regulations keeps the relevant earlier regime.

    Transition guidance

  4. Relevant healthcare services commissioned by relevant authorities can fall under the PSR.

    NHS England statutory guidance

What effort does this pack ask suppliers to spend?

Estimate preparation and review hours before setting the response burden.

This is an illustration of effort, not a market average; supplier time is a design constraint for the pack.

Your bid effort

Starting figures are an illustration, not a measured average or a saving promised by RFP Quest.

Preparation cost per bid£2,000

£4,000 and 80 team hours each month if you prepare every bid.

Team hours × hourly cost × bids

Use the estimate to decide how much work to authorise before drafting starts.
It excludes software fees and external costs.

£2,000one bid
  • This bid£2,000
  • Other bids this month£2,000
A planning estimate from the figures you entered, not measured savings or contract value.
Source: Your inputs · Bid effort calculation

How should evaluation weights and commercial detail be used?

Make the scoring method visible and ask every supplier to price the same scope.

ElementState explicitly
QualityQuestions, evidence, assessment method and relative importance
PriceVolumes, contract term, options, implementation and exit
Social valueApply the relevant buyer policy and published model, where applicable
SecurityAssurance, responsibilities and contract obligations
TimetableQuestions, demonstrations, award and implementation
Section 23: assessment and relative importance

Which sample requirements fit your software category?

Use the category examples to adapt the outline; they are sample requirements rather than published buyer demands.

The examples cover common product categories and explain what to ask for; replace placeholders with your actual users, interfaces, measures and commercial terms.

Enterprise software

ERP software sample RFP

An enterprise resource planning RFP spans departments, so it lives or dies on integration and on how much of today's process the product can absorb without customisation.

  • Functional requirements across finance, HR and operations
  • Integration specifications with existing systems
  • Data migration requirements and timeline
  • Change management and training needs

One requirement, worded

FR-014 (Must): The system posts approved purchase orders to the general ledger in real time, with a full audit trail of who approved each order and when.

MoSCoW priority, an ID and a response column turn this into a line of the requirements matrix.

A comparable proposal starts with an outcome the supplier can price and prove.

  1. The outcome leads the outline

    Describe what changes for users before specifying features.

  2. The whole cost needs a schedule

    Include implementation, support and exit.

  3. The template is editable content

    Adapt the legal procedure separately before issue.
Build and copy the software RFP →

Review and adapt the outline before issuing it.

What else should you know about sample RFP for software?

Check these points before committing your team’s time.

What should an RFP for a software purchase include?
Seven things: the outcome you are buying, stated as an outcome; the functional requirements, prioritised; the non-functional ones (performance, availability, accessibility, security and data protection); integration and data migration; service levels and exit; a pricing schedule that shows the whole-life cost; and an evaluation model whose weights add up to 100%. The builder on this page has each one worded.
How long should a software RFP be?
Long enough to state the outcome, the requirements, the evaluation model and the commercial terms, and no longer. Every page a supplier has to read is time taken from answering, and overly long RFPs discourage good suppliers from bidding.
Should I include a budget in my RFP?
Usually, yes. A budget or a range lets suppliers propose something that fits and lets those who cannot meet it step aside early. Where you cannot publish a figure, ask for prices at two or three levels of scope so the options are comparable.
How many vendors should I invite?
Under the Procurement Act 2023 it depends on the procedure. An open procedure has no restriction on who can submit a tender (section 20(2)(a)), so you cannot limit the number. A competitive flexible procedure may limit the number of participating suppliers (section 20(4)(a)). In private-sector buying, invite enough suppliers for real competition and few enough that your team can evaluate every response properly.
What's the difference between an RFP and an RFI?
An RFI gathers information; an RFP asks for a proposal. Their precise effect depends on the process and documents. Compare the procurement labels.
Can I use these templates for public sector procurement?
Use the outline as content, then adapt the procedure to the authority, regime and commencement date. Devolved Scottish procurement is separate; earlier procurements retain their earlier rules, and relevant English healthcare services may use the PSR.
Are these templates free to use?
Yes. Every structure on this page is free to copy and adapt for your organisation. Build it in the page and press Copy outline; there is nothing to download and no account is needed.
Do I need different templates for different procurement procedures?
Keep the outcome and requirements clear, but tailor participation, negotiation, demonstrations and evaluation to the stated procedure. Procurement Act open and competitive flexible procedures differ; earlier and Scottish regimes need separate checks.
How do I ensure my RFP is legally compliant?
A template cannot certify compliance. For a covered Procurement Act competition, publish the required notice, assessment method and timetable, then apply the applicable award and standstill rules. Have the actual process and contract terms checked.
What format should my RFP be in?
Use the buyer’s required formats and a consistent requirements and pricing schedule. This builder copies an outline as Markdown; check and format the copied document before issuing it.
How can I get vendors to take my RFP seriously?
Be professional, realistic and transparent. Include budget guidance, clear timelines and fair evaluation criteria. Suppliers invest significant time in proposals — respect that investment.
Can I use this template for Agile projects?
For a bespoke build, specify outcomes, phase deliverables, acceptance, source-code ownership and support. The existing builder includes a development starting shape; adapt it using the Government Service Manual linked in the reference record.
Is this template OJEU/Find a Tender compliant?
The builder produces an editable outline, not a compliant publication or legal certificate. Find a Tender is a notice service; OJEU is an earlier publication context. Apply the regime and publication rules relevant to the procurement.
Should I use this for SaaS procurement too?
Yes. The default builder is a SaaS starting shape; complete user volumes, migration, integration, security, service levels, price and exit. It is sample wording, not a buyer’s completed specification.
How detailed should my requirements be?
Detailed enough to get comparable proposals, but not so prescriptive that you prevent innovation. Focus on outcomes and constraints rather than specific screens and buttons.
Where can I see real software RFP examples?
UK public buyers publish their software tenders on Find a Tender and Contracts Finder, free to read.

Where can you check the evidence?

Read the primary publication and the buyer’s current documents before acting.

SourceWhat it supports
Procurement Act: section/21 ↗Tender notice and associated documents.
Procurement Act: section/22 ↗Conditions of participation.
Procurement Act: section/23 ↗Award criteria and assessment method.
Procurement Act: section/54 ↗Time limits and exceptions.
Procurement Act: section/51 ↗Standstill and exceptions.
Cabinet Office: competitive procedures ↗Open and competitive flexible procedure guidance.
Cabinet Office: AI use: PPN 017 ↗Supplier AI use, optional disclosure and confidentiality.
Cabinet Office: 2026 thresholds: PPN 023 ↗Current threshold amounts by contract type.
Cabinet Office: time periods ↗Different minima for participation and tendering.
Northumbrian Water official notice record ↗Framework estimate, lots and expressions-of-interest deadline; snapshot 12 October 2026.
www.dsptoolkit.nhs.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gca.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gca.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gca.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.iso.org · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.legislation.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.legislation.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.legislation.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.ncsc.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.ncsc.gov.uk · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
www.w3.org · reference publication ↗Retained primary reference from the previous guide; source-specific detail requires checking the current publication.
Energia · CRM and billing platform procurement ↗Historical tender published 9 March 2026; SaaS product plus implementation and support.
Follow the current primary publication for its scope and any later changes. Calculators use your inputs, not measured savings.

Follow the part of the bid you need to work on next.

RFP Quest logo — RFP software, RFP platform and RFP tools

Built on published notices from Find a Tender and Contracts Finder.

15 minutes · RFP Quest

Book a Demo