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RFP (request for proposal)
What is an RFP?
An RFP, or request for proposal, is a document an organization sends to vendors to invite proposals for a specific need. It describes the requirements, how proposals will be evaluated and the timeline, so the organization can compare vendors on the same terms before choosing one.
What an RFP usually contains
- Background and goals for the project
- Functional requirements, often marked must have or nice to have
- Security, privacy and compliance requirements
- Integration, support and pricing questions
- Evaluation criteria and timeline
RFPs for meeting and workplace software
When buying room booking or meeting management software, RFPs often focus on how the system integrates with Microsoft 365 and Exchange, where data is stored, which assurance reports the vendor holds and how bookings, services and visitors are handled end to end.
How AskCody answers RFPs
AskCody answers RFPs and security questionnaires from its documented compliance position, including its ISAE 3000 assurance report, data residency in EU and US regions and its Microsoft 365 integration through Microsoft Graph and EWS.
Frequently asked questions
What is the difference between an RFP, RFI and RFQ?
An RFI asks for general information, an RFP asks for a proposed solution, and an RFQ asks for prices on a defined need.
Who writes the RFP?
Usually the team that owns the need, such as facilities or IT, together with procurement.
Related terms