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Computerized

ComputerizedMaintenance
MaintenanceManagement
ManagementSystem
System RFP
RFPSample
Sample
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Thank you for reviewing this RFP sample. The purpose of each Worksheet in this RFP sample is
and the "RFP Features" worksheet below are displayed only in the RFP Sample for explanation
RFP itself or optional features that may be used or discarded as your project requires.

READ ME - this worksheet describes the other worksheets in this RFP sample, and appears only in
contained in the "CMMS RFP" tab, and all vendor RFP Response evaluation and comparison tools include
the Response Evaluation tab below.

RFP Features - illustrates all of the major capabilities of this RFP Master, and appears only in this RFP
evaluation and comparison tools included with this RFP Master are described in the Response Evaluation tab be

CMMS RFP - this worksheet contains the actual RFP criteria and scoring. All vendor responses
column to ensure FAST, EASY, and ACCURATE comparison! VERY EASY to customize!

References - this optional page can be used to collect vendor references quickly and easily.

Response Evaluation - illustrates the many vendor RFP response evaluation and comparison tools include

Copyright 2015 Infotivity Technologies, Inc.


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project requires.

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and comparison tools included with this RFP Master are described in

nd appears only in this RFP sample. All the vendor RFP Response
n the Response Evaluation tab below.

coring. All vendor responses are contained in just ONE worksheet


customize!

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n and comparison tools included with this RFP Master.

Technologies, Inc.
This RFP Master queries vendors about much more than simply the presence of a feature. In addition to feature availability, this
information such as HOW a feature or function is being provided, the Delivery Method being utilized, its Importance Level, and valuable Im
individual enhancement cost. These facilities are illustrated below, and ensure you obtain the clearest, most pertinent vendor respon
needed to make the most accurate software acquisition decision possible.

Copyright 2014 Infotivity Technologies, Inc.


n to feature availability, this RFP Master collects important decision making
ance Level, and valuable Implementation Management information such as
st pertinent vendor responses containing the full range of information
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RESPONSE
TABLE of CONTENTS - -
- -
Introduction - -
Vendor Global Issues Please Note: The FULL RFP presents o
System Global Issues 1,785 criteria to vendors. Most have be
General Reporting removed from this RFP sample designed
Service Level Requirements provide a first-hand feel for how the full R
Service Level Agreements (SLAs) is organized, how one responds to it, a
External System Integration the response evaluation tools available.
Web Enabled Functions
Software Usability
User Compatibility
Dashboard Functions
CMMS Dashboards NOTE: All Price and Scoring Calculations ha
Cloud Configuration been turned OFF in this RFP Sample.
Transition Planning
Client Web Interface - -
CMMS Capabilities - -
CMMS Specific Services - -
CMMS Global Functions - -
Asset Management - -
Work Processing - -
Preventive Maintenance - -
Inventory Management - -
Purchasing Interface - -
GPS/GIS Interface - -
Mobile Field Access - -
CMMS Mobile Apps - -
Automated Letters & Emails - -
Permit Tracking - -
Reporting Capabilities - -
Document Capture - -
CAD Viewing Functions - -
Document Retrieval - -
Workflow Processing - -
Business Continuity Plan - -
Data Migration and Conversion - -
Cloud Administration - -
System Configuration - -
Security - -
SaaS/Cloud Security - -
System Implementation - -
System Support - -
System Pricing - -
(Bottom - View Price and Scores - -
- -
(Return to TOP) - -
INTRODUCTION - -
- -
(YOUR Firm Name here)____ (a.k.a. "the Customer") is seeking
proposals for an integrated CMMS system. Your firm, among others, is
invited to submit a proposal on a competitive basis in the format
described in this Request for Proposal (RFP). This RFP establishes
requirements and defines responsibilities of the proposing vendor (a.k.a.
"Offeror") to engineer, provide, install, test, and document this new
software system to be referred to herein as the "SYSTEM". The terms - -
"OFFEROR", "PROPOSING VENDOR", and "CONTRACTOR" refer to
any vendor responding to this RFP and also the vendor selected for the
project described herein.

This RFP in no way constitutes an agreement between the Customer


and any Offeror. The objective of the RFP is the negotiation, execution
and consummation of a definitive agreement between the Customer and
appropriate Offeror(s) to provide the services described herein. - -
Information contained in the RFP is provided in strict confidence and
shall be used only for purposes of responding to this RFP.

(Place Your Company Description HERE)


- -

(Place background information regarding your planned project


here. This would include subjects such as - Why is it needed?
Where is it to take place? What is the environment it will installed
- -
into? and similar.

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

- -
(Return to Top) - -
VENDOR GLOBAL ISSUES - -
- -
Vendor Contact Data: - -
Vendor Name: -
Street Address: -
City: -
State: -
ZIP: -
Country: -
Web Site URL: -
Sales Contact: -
Phone: -
Cell Phone: -
Email: -
Sales Support Contact: -
Phone: -
Cell Phone: -
Email: -
Proposal Name:
System Name -

- -
Vendor History: - -
Please enter as appropriate your parent company, subsidiaries,
affiliates, and other related entities. - -

Parent Company: -
Subsidiaries: -
Affiliates: -
Partners: -
Other: -
If "OTHER" is indicated in the previous question, please list that
information in the Response column: -

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

- -
Vendor Financial Profile: - -
Vendor & Staff Certifications: - -
Project Management Capabilities: - -
Although this phase of the project will be conducted jointly by the
Customer and the vendor this contract may be awarded to, the
Customer requires the vendor to play a lead role in managing the
day-to-day activities of the project. The Customer will maintain
overall responsibility for management of the project through a
management team director appointed by the Customer. The vendor - -
will provide Project Status Reports to the Customer management
team director appointed by the Customer.

Will an implementation team dedicated solely to the Customer's project


be provided by the proposing vendor?
N -

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

- -
- -
(Return to Top) - -
SYSTEM GLOBAL ISSUES - -
- -
Please indicate if the proposed system is: NS
Web-based (a.k.a. SaaS): NS
On-Site: NS
BOTH Web-based and On-Site: NS
Can multiple native languages be used simultaneously? NS
Does the proposed system support multiple corporate entities
NS
simultaneously?
Does the proposed system support multiple corporate entities
NS
simultaneously in just one database?
Can the proposed system automatically transfer data, such as an
employees responses/paperwork, among different divisions, companies, N
locations, and corporate entities (EINs)?
If YES, please explain in more detail in the Response column.

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Operating System Support: -
Networks Supported: -
System Fault Tolerance -
Standards Supported: -
Software Release Dates: -
Scalability Issues: -
-
(Return to Top) -
GENERAL REPORTING -
-
Foundation Issues: -
Can a user in any remote location use the Web to access the proposed
software to initiate and receive a report via email? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Reporting -
-
-
(Return to TOP) -
SERVICE LEVEL REQUIREMENTS -
In addition to the business processes mentioned elsewhere in this
RFP, there are several special service functions that must be
addressed on their own. These are Disputes Resolution, Disaster -
Recovery Planning (DRP), HelpDesk, Security, and Confidentiality.

-
(Return to TOP) -
SERVICE LEVEL AGREEMENTS (SLAs) -

The Client requires a comprehensive set of Service Level


Agreements (SLAs) to monitor the execution of the outsourced
business processes. At minimum, a detailed SLA for each business
process and its applicable performance evaluation parameters, as
mentioned in the Business Process Analysis section above, must
be prepared by the ESP. Each SLA must address the following -
topics at minimum:

SLA overall purpose and goal. N


Deliverables - what will be delivered: N
Description - each instance of each transaction N
Service Description - . N
What is NOT included - a detailed description! N
Communication Method: N
Service Level Breakdown: N
Definition: N
Function/Activity Description: N
Delivery Time Window: N
Delivery Deadline (if applicable): N
Response Cycle Time (if applicable): N
Levels of Effort - definitions of each: N
Output Requirements: N
Performance Specifications: N
Security required - safeguards needed: N
Contingency Plan - handling unusual situations: N
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
EXTERNAL SYSTEM INTEGRATION -
-
General: -
Please indicate if the proposed software supports the following data
-
export formats:
MS Excel: NS
HTML: NS
XML: NS
TSV: NS
CSV: NS
Plain ASCII: NS
Proprietary Format: NS
Other: NS
If "OTHER" is indicated in the previous question, please list that
information in the Response column:
Please indicate which of the following systems and tools the proposed
software successfully integrates with: -

MS SQL Server 2008: NS


- Level of Integration: -
- API Level: NS
- Procedure-Call Level: NS
- Messaging Level: NS
- Batch Import/Export: NS
- Certified using a formal certification process? NS
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
External Web Services Integration: -
-
(Return to Top) -
WEB ENABLED FUNCTIONS -
-
Foundation Issues: -
Is access to the proposed system fully Web browser based for all
suites, modules, and functions? NS

Does the proposed system employ (supports) a web services


architecture? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Web Site Integration Capabilities: -
Administration: -
Site Capabilities: -
Content Management: -
Collaboration: -
Navigation: -
Search Functions: -
Workflow: -
Databases Supported: -
Browser Support: -
Web Security: -
-
(Return to Top) -
SOFTWARE USABILITY -
-
USER INTERFACE -
-
If the proposed system is capable of running on multiple dissimilar
platforms, such as Linux and Windows 7, is the user interface consistent
on all supported platforms, with only minor variations between the two? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Search Facilities: -
-
(Return to Top) -
USER DEFINED FEATURES -
-
Customizable Online Help: -
Is a customizable online Help facility offering an Index of Topics and
NS
searchable by keyword, available in the proposed software?
Can the online help provided by the proposed software be customized
NS
by an administrative user with appropriate security?
Can the online Help be modified by a user with proper clearance? NS
Does the proposed software provide context-sensitive help, i.e., help
NS
specific to individual data entry fields or related collections of fields?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Customizable Screens: -
Field-Level Customizations: -
-
(Return to Top) -
USER COMPATIBILITY -
-
User Defined Fields -
Does the proposed software enable an authorized user to define totally
new fields on screens currently used within the system? NS

If the proposed software enables new user defined fields, does it allow a
user with proper clearance to designate the Field Label displayed NS
onscreen to describe the field?

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -
-
Online Help Issues -
Process Customization -
-
(Return to Top)
DASHBOARD FUNCTIONS -
-
Dashboard Design: -
Does the proposed software provide a web-based design environment?
NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Dashboard Layout: -
Dashboard Presentation: -
Alerting: -
Analysis: -
KPIs/Metrics: -
Dashboard Interactivity: -
Delivery: -
Architecture: -
-
(Return to Top) -
CMMS DASHBOARDS -
-
Does the proposed software provide a DOWN TIME by ASSET ID
dashboard? NS

Does the proposed software provide a DOWN TIME by ASSET


CATEGORY dashboard? NS

This section presents many statements, criteria, and/or


queries to vendors. A detailed list of the topic categories -
covered is available at:

http://www.infotivity.com/cmms-rfp.html -

-
(Return to TOP) -
Cloud Configuration (True Cloud vs Hosted): -
Is the proposed system a Cloud-based system that utilizes the following:
-

Multiple-tenant, multiple database structure: NS

Multiple tenant with shared database, multiple schema per tenant: NS

Multiple-tenant with Shared database & shared schema: NS

Is the proposed system setup to be a: -


single-tenant applications with isolated databases, running in their
own application instance: NS

multitenant, completely web-based application: NS


This section presents many statements, criteria, and/or
queries to vendors. A detailed list of the topic categories -
covered is available at:

http://www.infotivity.com/cmms-rfp.html -

-
(Return to TOP) -
TRANSITION PLANNING -
-
Transition is defined as those tasks required to move the Client's
operations, as defined elsewhere in this document, to the ESP's
environment. A "discovery" or "due diligence" period may be -
required to review the Client's existing environment and
procedures key information.

The Client requires a thorough transition plan to be created. At


minimum, this plan should address the following: (Please mark your -
compliance with a YES response.)
Project Team Building: NS
Level 3 Process Development & Design: NS
Project Management: NS
Sub-Process Sequencing: NS
Task ID: NS
Timelines: NS
Work Breakdown Structure (WBS) chart: NS
Hiring (if needed): NS
Develop Approval Process: NS
Training at Client Site: NS
Training at ESP Site: NS
Develop Reporting Specifications: NS
Report Format: NS
Rpt Frequency: NS
Develop & Agree on Service Levels: NS
Develop and agree Detailed Pricing: NS
Stress Testing: NS
Investigate Failure Points: NS
Perform Failure Mode and Effects Analysis (FMEA): NS
Develop Failure Mitigation strategies and implement: NS
Adjust & Validate Pricing: NS
Cut-Over: NS
The ESP agrees to work with the Client to develop a dispute resolution
plan for resolving disputes that may arise over the terms of any contract
that may exist between the two parties. The ESP further agrees that
withholding services to settle a dispute is not an option. Withholding of NS
services can only be done if both parties agree.

-
(Return to TOP) -
CLIENT WEB INTERFACE -
-
Since the vast majority of all contact with the Cloud will be over the web,
it is critical the Web interface provided by the ESP be especially robust
and dynamic. The ability of Client users to easily obtain information -
from, and provide information to, the Cloud system is of vital importance.

Please indicate which of the following can be configured dynamically by


-
a duly authorized Client user:
Accessible Functions (System Parameter Maint, Approval, etc.):
NS

Fields visible on-screen: NS


Access to System Functions: NS
-
(Return to TOP) -
CMMS CAPABILITIES -
-
-
CMMS SPECIFIC SERVICES -
-
Requirements Analysis Services: -
Are requirements collection services available for the identification and
N
collection of our organization's needs?
Are system analysis services available at the application level for our
N
organization's needs?
Please describe the system application analysis services available.
-
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

Project Management Services: -


-
CMMS GLOBAL FUNCTIONS -
-
Is the proposed CMMS software and database accessible to remote
PCs? NS

Does the proposed software allow Proxy approvers to be established for


all processes for which a review and approval chain is defined? NS
Does the software provide Drop Down Pick lists for such fields as job
types, departmental account numbers, authorized customers, shops, NS
etc.?

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
ASSET MANAGEMENT -
-
Does the software provide asset maintenance routines that contain or
reference detailed lock-out and tag-out procedures? NS

Does the proposed system's Asset records contain or reference confined


space permits and instructions?
NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

Maintenance Scheduling:
Work Order Processing: -
Service Calls: -
-
(Return to TOP) -
WORK ORDER PROCESSING -
-
Service/Work Requests: -
Does the proposed CMMS provide the ability to create, update, store,
and categorize an unlimited number of service requests based on user- NS
defined service request types?
Does the proposed software package enable users to assign customer
NS
work requests with pre-defined priority codes?
Does the CMMS software record information about work requestors such
as name, phone number, department, and email address? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

Work orders: -
-
(Return to TOP) -
PREVENTIVE MAINTENANCE -
-
Does the proposed CMMS software enable the easy scheduling of
Planned Maintenance on a minimum basis of a 52 weeks? NS

Can the proposed CMMS software facilitate maintenance scheduling by


allowing PMs to be viewed at least 52 weeks in advance? NS
( RFP Sample - DETAIL questions have been DELETED )
-

-
(Return to TOP) -
INVENTORY MANAGEMENT -
-
Does the proposed CMMS provide the ability to manage stock items
across the CMMS through an item master file? NS

Does the proposed CMMS provide the ability to manage non-stock items
across the CMMS through an item master file? NS

-
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

Add/Change/Delete Inventory Items (Material) -


Receivings Processing: -
Inventory Issues: -
Inventory Reporting: -
-
(Return to TOP) -
PURCHASING INTERFACE -
-
Auto. Purchase Requisition? NS
Auto. P.O. Creation? NS
Parts Status Inquiry? NS
Is Just-In-Time (JIT) inventory planning supported? NS
Item Performance Analysis? NS
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
GPS/GIS INTERFACE -
-
General Features: -
Is the proposed CMMS software compatible with and fully interfaced with
the Customer's GIS utilizing files and geodatabases? NS

Does the proposed CMMS software provide the ability to view GIS data
from the CMMS application screens? NS
Does the proposed system provide bi-directional asset data entry
between the CMMS database and GIS, allowing changes made to either
data source to be automatically updated in the other without the need for
duplicate data entry? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
GIS Environment: -
GIS - Work Request Capabilities: -
GIS - Work Order Capabilities: -
-
(Return to TOP) -
MOBILE FIELD ACCESS -
-
General Features: -
Does the proposed software have its own scalable, integrated mobile
computing functions? NS

Does the proposed software have the ability to seamlessly integrate with
a third-party mobile computing capability?. NS

Are the proposed mobile devices field hardened, oil, and water-resistant
for use by field personnel? NS

GPS Capabilities: -
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
CMMS MOBILE APPS -
-
General: -
Does the proposed software provide an SCM application ? NS
Can the proposed system enable users to access CMMS on any mobile
NS
device?
If Not Supported, please explain in more detail in the Response
column.
Can the proposed system provide CMMS Dashboard app? NS
( RFP Sample - Many DETAIL questions have been DELETED )
-

-
(Return to TOP) -
AUTOMATED LETTERS & EMAILS -
-
General Features: -
Does the proposed CMMS provide the ability to automatically e-mail a
work order complete with description and map of the work order
location? NS

Does the proposed CMMS provide the ability to select a form letter from
within the work/service request maintenance screen and merge the
owner and/or resident information? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
PERMIT TRACKING -
-
General Features: -
Can the proposed software have the facilities to track regulatory
permits? NS

Can the proposed software provide notifications a set number of days


prior to expiration? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
REPORTING CAPABILITIES -
-
General Features: -
Does the proposed software provide the ability to print work orders?
NS

Does the proposed CMMS makes all data elements available for query
and reporting through the report writing function, including user defined
fields? NS

( RFP Sample - DETAIL questions have been DELETED )


-

-
(Return to TOP) -
DOCUMENT CAPTURE -
-
DOCUMENT ENTRY -
Which of the following document entry (capture) methods/sources are
-
supported by the planned software?
Faxing? NS
Scanning? NS
Email? NS
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
Scanning Capabilities: -
What is the scanner's throughput? NS
Is duplex (one page, double sided) scanning supported?
NS

Are multiple page documents supported by the proposed software? NS


If YES, is manual control required? NS
Does the proposed software support multiple page document scanning
using "marker" pages or symbols? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
OCR Capabilities: -
Is Optical Character Recognition (OCR) an integral part of the proposed
software? NS

( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
DATA PROCESSING: -
-
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
Automated Indexing Capabilities: -
Is "trigger" oriented indexing supported by the proposed system?" NS
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Engineering Change Order (ECO) Processing: -
Metadata: -
Report Generation: -
Archiving Capabilities: -
Purging Capabilities: -
-
(Return to TOP) -
CAD VIEWING FUNCTIONS: -
-
General Features: -
Please indicate if the software can read CAD drawings in multiple
formats, such as: -

- AutoCAD R12 (DWG format). N


( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
(Return to TOP) -
DOCUMENT RETRIEVAL: -
-
Is a database management approach using key fields the foundation of
the proposed system's document retrieval process? NS

Is the database pre-defined? NS


If the proposed system's database is pre-defined, how many KEY fields
are provided for conducting various document searches with?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Search Functions: -
-
(Return to Top) -
WORK FLOW PROCESSING: -
-
General Features: -
Does the proposed workflow product require an application server? NS
Can the proposed system export to XML? NS
Is process data maintained internally as XML by the proposed system?
NS

Can the proposed system act as a Web-enabled Services platform to


NS
request, broker, and deliver Web services?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
User Interface: -
Process Design Tools: -
Process Definition Capabilities: -
Electronic Forms Support: -
Routing Rules: -
Event Response Functions: -
Manual Activity Interface: -
-
(Return to TOP) -
BUSINESS CONTINUITY PLAN -
-
The Client requires all ESPs responding to this RFP to have established,
well defined Business Continuity Plans that address all forms of natural -
and man-made catastrophes.
Does your firm have the ability to perform client production work in
NS
multiple geographically dispersed locations?
Does your firm perform different production work processes in
NS
geographically dispersed locations as part of its normal operations?
This section presents many statements, criteria, and/or
queries to vendors. A detailed list of the topic categories -
covered is available at:

http://www.infotivity.com/cmms-rfp.html -

-
(Return to TOP) -
Data Conversion & Migration: -
Please indicate if your firm has in-house expertise in the following Data
Migration task areas: -

Conversion planning & design: NS


Data extraction: NS
Data cleansing: NS
Data transformation: NS
Data Loading: NS
Data verification: NS
This section presents many statements, criteria, and/or
queries to vendors. A detailed list of the topic categories -
covered is available at:

http://www.infotivity.com/cmms-rfp.html -

-
(Return to TOP) -
Cloud Administration: -
Does the proposed Cloud offer xCAT (Extreme Cloud Administration
Toolkit)? NS

Does the proposed system support Google Cloud Connect? NS


Does the proposed system support SSO? NS
This section presents many statements, criteria, and/or
queries to vendors. A detailed list of the topic categories -
covered is available at:

http://www.infotivity.com/cmms-rfp.html -

-
(Return to Top) -
SYSTEM CONFIGURATION: -
-
(Return to Top) -
Enterprise Integration: -
Can the proposed software access and utilize information from LDAP
N
compliant systems?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
OLE/DDE Support: -
Programming Interface: -
-
(Return to Top) -
SECURITY -
- -
(Return to TOP) -
SaaS / CLOUD SECURITY -
If the proposed solution is presented as SaaS or Cloud-
based, please respond to the following to indicate how it can
provides a secure environment for the Customer's content: -

-
Core Application Security: -
Does the proposed system offer Folder level access restrictions for
N
specific users and/or groups?
Does the proposed system offer Document-level access restrictions for
N
specific users and/or groups?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
Security Controls: -
Security Management: -
-
GLOBAL FUNCTIONS -
-
Is a multilevel password based security scheme provided by the
NS
proposed system?
Are passwords for each employee possible? NS
Are passwords for each document possible? NS
Are passwords for each department possible? NS
Are passwords for each corporation possible, assuming multiple
NS
corporations may be defined in the proposed software?
Does the proposed system automatically keep a system access log?
NS

Is a log of FAILED password and other access attempts kept by the


NS
system?
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

-
File Access Rights -
-
(Return to Top) -
SYSTEM IMPLEMENTATION -
-
Vendor System Methodologies: -
Describe the vendor company's written product development and version
update procedures.
Please explain how your firm will capture the business processes that
currently exist in the targeted application environment.
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questions have been DELETED ) -

-
System Implementation Practices: -
-
(Return to Top) -
SYSTEM SUPPORT -
-
Is a local source of software support available for the vendor's product?
N

Are the local support technicians employee's of the vendor or are they
N
employees of a third party support group?
Does the vendor company fully support customized software? N
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

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HelpDesk Availability: -
On-Site Support: -
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(Return to Top) -
SYSTEM PRICING -
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How many users will the proposed system support concurrently? -
Is the proposed software licensed by: -
- concurrent user? N
- user seat? N
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

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Initial TOTAL License Cost: - -
Requirements Analysis: - -
Installation: - -
Data Conversion: - -
Test and System Validation: - -
Initial Training: - -
Expansion Increment: -
- -
ON-GOING COSTS - -
- -
( RFP Sample - Only the Topic categories are shown, many DETAIL
questions have been DELETED ) -

- -
Per Transaction or Per Occurrence Costs: - -
On-going Monthly Costs: - -
On-going Yearly Costs: - -
Annual Software Support: - -
Annual Software Maintenance: - -
Additional Training - -
- -
TOTAL INITIAL PRICE: $0.00 - $0.00

The Total Price includes all costs pertinent to License Fees, Data
- -
Conversion, Software Installation, and Initial Training.
Cost for Additional Training, Annual Support, and Annual Maintenance
fees are NOT included in the Total Price above. They are in the Vendor
Explanations column beginning in the Price Section. - -

Click the Score Name below for it's Description - -


(Return to Top) - -

WEIGHTED GRADE SCORE: 0.00 -

SUPPORTABILITY INDEX: 0.00 -

ENHANCEMENT COST: 0.00 -

VENDOR PROFILE SCORE: 0.00 -

# FULLY SUPPORTED Capabilities: 0.00 -

# YES Responses: 0.00 -

# NOT SUPPORTED Capabilities: 0.00 -

# NO Responses: 0.00 -

# FREE ENHANCEMENTS Proposed: 0.00 -

# PAID ENHANCEMENTS Proposed: 0.00 -


# CONFIGURATION OPTIONS Proposed: 0.00 -

# REPORTING TOOLs Proposed: 0.00 -

# THIRD PARTY Add-Ins: 0.00 -

Percentage FULLY SUPPORTED: 0.00% -

Percentage by CONFIGURATION OPTION : 0.00% -

Percentage by CUSTOM CODE/SCRIPTING: 0.00% -

-
-
(Return to Top)
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(Return to Top) -
Copyright 2015 Infotivity Technologies, Inc. &
Gregory A. Lohr

All Rights Reserved -


Vendors may respond to this RFP freely. Distribution and use of this RFP for any
purpose by any party not duly licensed by Infotivity Technologies, Inc. is prohibited.

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Copyright 1993 - 2006 Infotivity Technologies, Inc. &
Gregory A. Lohr

All Rights Reserved


Vendors may respond to this RFP freely. Distribution and use of this RFP for any
purpose by any party not duly licensed by Infotivity Technologies, Inc. is prohibited.
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FULL RFP presents over
endors. Most have been
RFP sample designed to
d feel for how the full RFP
one responds to it, and
ation tools available.

Scoring Calculations have


FF in this RFP Sample.

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NOTE: All Price and Scoring Calculations
have been turned OFF in this RFP Sample.

-
The TOTAL of all Weighted Grade Scores calculated for each
individual response in this RFP, other than those in the Vendor Global
- Issues and Pricing sections.

A measure of the potential support effort required to maintain the


- system over its projected lifespan.

The total of all Paid Enhancement Costs entered when the response
- was PE.

A measure of the vendor Capabilities Profile, based on the data


- collected in the Vendor Global Issues section.

The number of proposed system questions eliciting a FULLY


- SUPPORTED response.

The number of proposed system questions eliciting a YES response.


-
The number of proposed system questions eliciting a NOT
- SUPPORTED response.

The number of proposed system questions eliciting a NO response.


-
The number of proposed system features based on FREE custom
- programming or scripting.

The number of proposed system features based on PAID custom


- programming or scripting.
The number of proposed system features based on Configuration
- Options such as setting in a parameter or INI file.
The number of proposed system features based on Report Writing
- Tools.

The number of proposed system features based on Third Party


- Products.

A % measuring the number of Fully Supported Responses based on


- responses to software system questions only, i.e., no vendor, pricing,
or support responses are utilized.

A % measuring the number of Responses dependent on


Configuration Options, Report Writers, or 3rd Party products, and is
- based on responses to software system questions only, i.e., no
vendor, pricing, or support responses are utilized.

A % measuring the number of Responses dependent on Custom


Programming or Scripting, and is based on responses to software
- system questions only, i.e., no vendor, pricing, or support responses
are utilized.
Vendor References

Please enter the contact data for organizations who have contracted with your firm to provide software
systems similar to the one you are proposing . Include five current customer references, of which at
least two must be in the same industry as the Customer. The Customer reserves the right to contact
any of the references. Completion of this section is mandatory for advancement.

Current Users:
USER # 1
Organization Name
Contact Name
Title
Address
Address
Email
Phone Number
USER # 2
Organization Name
Contact Name
Title
Address
Address
Email
Phone Number
USER # 3
Organization Name
Contact Name
Title
Address
Address
Email
Phone Number
USER # 4
Organization Name
Contact Name
Title
Address
Address
Email
Phone Number
USER # 5
Organization Name
Contact Name
Title
Address
Address
Email
Phone Number
PLEASE NOTE: In addition to the
contact information shown in this
Demo, the full RFP Master includes a
Reference Interview Checklist to help
ensure that ALL questions needed to
obtain truly useful reference
information are asked. This
Checklist enhances the relevance of
each question presented to the
reference contact, as it relates to the
vendor's RFP response. Obtain truly
usable vendor assessment data
quckly and easily!
A wide array of vendor RFP Response analysis and comparison tools are included with this RF
some have said before, preparing the RFP is only 30% of the work, the other 70% is evaluating
identify the best one for your needs. This RFP Master includes facilities to automatically analy
Suitability, Supportability, and Risk, all to provide you with the best information for making your ac
R
INCREASE Evaluation Accuracy, and STREAMLINE System Implementation !

"APPLES-to-APPLES" COMPARISON of vendor RFP responses


use of quantitative RFP questions and full vendor response va
software features side-by-side faster and more accurately with th
Chart matrix included with this RFP at no extra charge. Click
Side-by-Side comparison.

AUTOMATED WEIGHTED GRADE POINT SCORING is a q


proposed software system matches up to your business prioritie
total scores for each proposed system. This Score is based on all
Vendor Background. Click thumbnail on left to view a sample 3-D

SCORECARD - with fully customizable WEIGHTED GRADE


detailed individual criteria level provide the utmost in flexibility fo
capabilities and overall vendor RFP response evaluation. Click
sample full size.

SIDE-BY-SIDE COMPARISON OF RESPONSE RATIOS illustra


comparison the strengths and weaknesses of each vendor propos
HOW each vendor is planning on meeting your needs, and how r
the thumbnail on left to view a sample full size.

In-Depth Financial Analysis Ratios provide valuable insight into


your organization immediately and over the long term. View and
ratios such as Payback Period, Present Value (PV), Net Present
(IRR), and others. Click the thumbnail on left to view a sample
In-Depth Financial Analysis Ratios provide valuable insight into
your organization immediately and over the long term. View and
ratios such as Payback Period, Present Value (PV), Net Present
(IRR), and others. Click the thumbnail on left to view a sample

FEATURE DELIVERY METHODS - This graph compares HOW e


proposed system. The bars show how much of each competing s
Supported "out-of-the-box", how much will be delivered using the
or 3rd Party product, and how much is dependant on Custom
thumbnail on left to view a sample 3-D Bar Chart comparison her

SUPPORTABILITY INDEX - A proposed software system could


implementation begins the reality could be very different. The
implemented and maintained over it's expected life is controlled in
programming and scripting required to build & maintain the syste
on responses to Software System Features only. This graph co
inherent in each proposed system. Click thumbnail on left to vie

OVERALL COMPARISON - This graph compares the total Weigh


along with its Supportability Index and associated Vendor Profile. U
a proposed system and whether or not the system can indeed
vendor successfully. Click the thumbnail on left to view a sampl

VENDOR PROFILE SCORES - This graph compares a score m


capabilities, and other data collected in the Vendor Global Issu
Profile Score provides a way of assessing the Capabilities PROF
thumbnail on left to view a sample full size.
"
The RFP Master automatically analyzes the vendor response to calculate the following R
These ratios are very important since they provide a valuable quantitative insight int
response (proposal). For example, a proposal with a high Weighted Grade Score achieve
customization has a much higher Risk factor than one with the same score based on its s
the-box" features This will be reflected in both the "SUPPORTABILITY INDEX" and the
CUSTOM CODE/SCRIPTING".

The TOTAL of all Weighted Grade Scores calculated for each individual
WEIGHTED GRADE SCORE: response in this RFP, other than those in the Vendor Global Issues and
Pricing sections.

A measure of the potential support effort required to maintain the system over
SUPPORTABILITY INDEX: its projected lifespan.

The total of all Paid Enhancement Costs entered when the response was PE.
ENHANCEMENT COST:

A measure of the vendor Capabilities Profile, based on the data collected in


VENDOR PROFILE SCORE: the Vendor Global Issues section.

# FULLY SUPPORTED The number of proposed system questions eliciting a FULLY SUPPORTED
Capabilities: response.

The number of proposed system questions eliciting a YES response.


# YES Responses:

The number of proposed system questions eliciting a NOT SUPPORTED


# NOT SUPPORTED response.
Capabilities:

The number of proposed system questions eliciting a NO response.


# NO Responses:

The number of proposed system features based on FREE custom


# FREE ENHANCEMENTS programming or scripting.
Proposed:

The number of proposed system features based on PAID custom


# PAID ENHANCEMENTS programming or scripting.
Proposed:

The number of proposed system features based on Configuration Options


# CONFIGURATION OPTIONS
such as setting in a parameter or INI file.
Proposed:

The number of proposed system features based on Report Writing Tools.


# REPORTING TOOLs
Proposed:

The number of proposed system features based on Third Party Products.


# THIRD PARTY Add-Ins:
A % measuring the number of Fully Supported Responses based on
Percentage FULLY responses to software system questions only, i.e., no vendor, pricing, or
SUPPORTED: support responses are utilized.

A % measuring the number of Responses dependent on Configuration


Percentage by Options, Report Writers, or 3rd Party products, and is based on responses to
CONFIGURATION OPTION : software system questions only, i.e., no vendor, pricing, or support responses
are utilized.

A % measuring the number of Responses dependent on Custom


Percentage by CUSTOM Programming or Scripting, and is based on responses to software system
CODE/SCRIPTING: questions only, i.e., no vendor, pricing, or support responses are utilized.

Copyright Infotivity Technologies, Inc. All Rights Reserved


Resp
s are included with this RFP Master, as illustrated below. As
he other 70% is evaluating the resulting vendor responses to
ities to automatically analyze a vendor response in terms of
ormation for making your acquisition.
REDUCE System Evaluation Time,
mentation !

SON of vendor RFP responses (proposals) is assured by extensive


and full vendor response validation. Compare proposed system
r and more accurately with the fully automated Color Comparison
FP at no extra charge. Click thumbnail on left to view a typical

E POINT SCORING is a quantitative measure of how well a


s up to your business priorities. This graph compares the overall
m. This Score is based on all vendor responses except Pricing and
ail on left to view a sample 3-D Bar Chart comparison here.

mizable WEIGHTED GRADE POINT SCORING operating at the


vide the utmost in flexibility for RFP response scoring sub-module
P response evaluation. Click the thumbnail on left to view a

RESPONSE RATIOS illustrates in detail and in a side-by-side


nesses of each vendor proposal from a practical perspective. Learn
eeting your needs, and how reliable that approach really is. Click
mple full size.

s provide valuable insight into how proposed software will impact


over the long term. View and compare side=by-side key financial
sent Value (PV), Net Present Value (NPV), Internal Rate of Return
nail on left to view a sample full size.
This graph compares HOW each vendor is planning to deliver the
ow much of each competing system is going to be delivered Fully
ch will be delivered using the Report Writer, a Configuration option
uch is dependant on Custom Programming & Scripting. Click
3-D Bar Chart comparison here.

posed software system could look very good on paper, but once
could be very different. The ease with which a system can be
's expected life is controlled in large part by the amount of custom
to build & maintain the system. The Supportability Index is based
Features only. This graph compares the potential support effort
Click thumbnail on left to view a sample full size.

aph compares the total Weighted Score of each proposed system


nd associated Vendor Profile. Use this when assessing the RISK of
r not the system can indeed be implemented by the proposing
bnail on left to view a sample full size.

s graph compares a score measuring the background, expertise,


ed in the Vendor Global Issues section of the RFP. The Vendor
essing the Capabilities PROFILE of a proposing vendor. Click the
e full size.
to calculate the following Response Ratios.
able quantitative insight into each vendor's
eighted Grade Score achieved through heavy
he same score based on its standard "out-of-
ORTABILITY INDEX" and the "Percentage by

alculated for each individual


e Vendor Global Issues and

quired to maintain the system over

tered when the response was PE.

e, based on the data collected in

eliciting a FULLY SUPPORTED

eliciting a YES response.

eliciting a NOT SUPPORTED

eliciting a NO response.

ased on FREE custom

ased on PAID custom

ased on Configuration Options

ased on Report Writing Tools.

ased on Third Party Products.


ed Responses based on
ly, i.e., no vendor, pricing, or

ependent on Configuration
cts, and is based on responses to
dor, pricing, or support responses

ependent on Custom
responses to software system
upport responses are utilized.

All Rights Reserved