Jira & Confluence 
Bitrix24 Requirements written around one product
A brand name or one vendor's feature list gets you one real bid and three formalities. Describe the outcome and the standard instead.
Tender · step 1 of 3 · request for proposal
RFP template with one response form for every supplier
Describe the need, split requirements into must and should, publish the weights, then send one link: every supplier answers the same questions, so the proposals can be compared line by line.
No sign-up to start. The document stays editable in this browser; sign-in appears only when you save it to a workspace or invite a team.
Share the live result:
Start editing here — no sign-up. Send the result first; sign in only if you want to keep it in a workspace or invite your team.
- 1Describe the need, not a product. Give the background, the scope and the volumes suppliers price against: sites, users, devices, monthly tickets. Say what is out of scope.
- 2Split must from should. A must is pass/fail and disqualifies a supplier that cannot meet it. Keep musts to the few that truly are; score the rest.
- 3Fix dates, criteria and weights. Issue date, questions deadline, proposal due date and decision date. Publish the criteria with weights totaling 100% before any proposal arrives.
- 4Send one link to each supplier. Suppliers open the RFP from the link without an account and answer in the same response form: prices, start date, an answer and comment for every requirement, references.
The situation
When this template earns its place
You need a contractor or supplier and policy says get at least three proposals. Proposals that arrive as differently shaped PDFs cannot be compared, and a weight chosen after the bids are open is hard to defend. This RFP opens on the page without registration with background, scope, requirements, timeline, evaluation criteria, a pricing form and terms. Every supplier answers the same response form, and its fields match the columns of the evaluation workbook, one row per supplier.
How to use it
A short path to a usable result
1
Describe the need, not a product
Give the background, the scope and the volumes suppliers price against: sites, users, devices, monthly tickets. Say what is out of scope.
2
Split must from should
A must is pass/fail and disqualifies a supplier that cannot meet it. Keep musts to the few that truly are; score the rest.
3
Fix dates, criteria and weights
Issue date, questions deadline, proposal due date and decision date. Publish the criteria with weights totaling 100% before any proposal arrives.
4
Send one link to each supplier
Suppliers open the RFP from the link without an account and answer in the same response form: prices, start date, an answer and comment for every requirement, references.
Filled example
See the result before you start
The filled example is a request from Harborview Family Clinics, a fictional group of nine outpatient clinics, for managed IT services: a 24/7 service desk for 340 staff, 410 endpoints, security monitoring and backup. It has ten requirements (six must, four should), seven weighted criteria with price at 20%, and proposals due on 23 October 2026.
Common mistakes
What makes the document stop working
Free-form pricing
When every supplier prices differently, you compare different scopes. Use one pricing form: one-time and annual, same items for everyone.
Weights set after the bids are open
Changing weights once you have seen the proposals makes the award easy to challenge. Publish them in the RFP and keep them.
FAQ
Questions before you use it
Is it free? Do I need to sign up?
It is free, and you do not need an account to fill in the RFP or send it. Suppliers open the link without an account too. Sign-in appears only when you save the RFP to a workspace or invite your team.
What is the difference between an RFP, an RFQ and an RFI?
An RFI collects information while you are still exploring the market. An RFQ asks for a price when the specification is fixed. An RFP asks for a solution and a price when suppliers can meet the need in different ways.
How many suppliers should get the RFP?
Three to five is common: fewer gives little to compare, more takes longer to evaluate. Check whether your purchasing policy or funding rules set a minimum.
How long should suppliers have to respond?
Two to four weeks for a services RFP like the example, longer for complex or regulated purchases. Close questions about a week before the due date and send every answer to all suppliers.
How do the answers get into a comparison?
Each field of the response form has a matching column on the Responses sheet of the evaluation workbook, one row per supplier. Copy each answer into its row; price score, weighted totals and ranking are formulas there.
Can I download it as Word?
Yes, on the paid Send plan: the RFP as a .docx file that opens in Microsoft Word and the evaluation workbook as .xlsx. On the free plan you download a PDF with a “Made with Layers” line, no registration needed.