Bullet points on what to include when issuing an RFI for IT Software

Briefing Document: A document which briefly summarises the project objectives, timescales, and the RFI/RFP process. Include a table of key dates, and be sure to include information about what you expect the supplier to include in their response.

• Architectural Diagram(s): If relevant, it can be beneficial to include a diagram which summarises your current architectural landscape. This can help the vendor to understand the key systems that they will need to integrate with.
• Response document: This should be a document which the vendor completes and returns. It can be useful to use a spreadsheet, with different worksheets for different areas.

o High-Level Requirements: A worksheet which contains the most significant high-level requirements for the project, along with space for the vendor to indicate how their solution would meet the requirement.

o Architecture: Questions relating to the architecture of the solution.

o Infrastructure: Questions relating to the infrastructure that the solution runs on.

o Licensing: Questions relating to the type of licensing agreements.

o Support Arrangements: What level of support is available, and how is it provided?

o Supplier/provider Company: Questions relating to the company, e.g. number of staff, locations etc. Are they capable of providing you with the level of support you need? You may also want to consider holding a teleconference or meeting with each vendor shortly after they receive the RFI pack. This will provide them with the opportunity to raise any questions or concerns and will enable you to explain the project and RFI/RFP process in more detail. You will need to give the vendor a reasonable time to complete the RFI, to ensure that you get a quality response. If you require a more generic RFI document you might like the RFI template.