Sheet 1: Instructions

	
	
	

		


		
INSTRUCTIONS: How to use the RFP Template and Vendor Scorecard
	
	

		


		
With the help of this scorecard toolkit, you'll be able to compare different innovation management software vendors using qualitative data. You can compare 3 different vendors by default, but feel free to modify the template as you like. 
	
	

		


		
RFP MAIN DOCUMENT
	
	

		


		
This is the Request for Proposal-template. Complete it and send to the vendors you've already shortlisted.
	
	

		


		
VENDOR ANSWER SHEET
	
	

		


		
You can use this template to gather proposals from different innovation management software vendors. Send it to the ones you've already shortlisted together with the RFP Main Document.
	
	

		


		
VENDOR CONTACT TEMPLATE
	
	

		


		
Keep the most important contact information in one place. Here you can gather the most relevant details regarding the different vendors and contact persons and keep track of the progress of your RFP process. 
	
	

		


		
VENDOR SCORECARD
	
	

		


		
Use The Vendor Scorecard to evaluate and compare different innovation management software vendors. Ask the vendor to organize a demo of their platform. Use the information you've gathered in the demo in addition to any material you've received from the vendor to assess the capabilities of the platform. You can use the predefined criteria and weights, or modify the template based on your individual preferences.
	
	

		

 
		
		
	

		
	

		



Sheet 2: RFP Main Document

	
	
	
	
	
	
	

		


		
REQUEST FOR PROPOSAL - Innovation Management Software
		


		


		


		


	
	

		


		


		


		

 
		
		


	
	

		


		
DATE: 
		


	
	

		


		
CONTACT NAME: 
		


	
	

		


		
PHONE: 
		


	
	

		


		
EMAIL: 
		


	
	

		


		
[COMPANY NAME]
		


		


	
	

		


		
INTRODUCTION
		


	
	

		


		
REQUEST FOR PROPOSAL - TITLE
		
Example: 'RFP for Innovation Management Software at [Company Name]'
		


	
	

		


		
STATEMENT OF PURPOSE/USE CASE
		
Write the purpose of your RFP clearly. State what you'd like the innovation management software/vendor to do and why. Example: 'The purpose of this RFP is to find an innovation management software vendor to replace our existing solution for gathering ideas. Our goal is to engage external stakeholders in our innovation management process and implement the process within the entire organization.'
		


	
	

		


		
BACKGROUND INFORMATION
		
Include an overview of your organization, customer demographics, statistics, psychographics and your portfolio as well as your mission, vision, goals and existing/desired innovation processes.
		


	
	

		


		
CURRENT SOLUTION
		
Add a description of innovation/idea management solutions/tools currently in place, what works and what doesn't. Example: 'We are currently using post-its and a physical idea board to gather new ideas. Our employees like the visual apperance of the board but  monitoring the progress of ideas is difficult.'
		


	
	

		


		
REQUIREMENTS
		


	
	

		


		
SCOPE/TARGET AUDIENCE
		
Include details about the type and scope of the target audience (number of users) you plan on engaging/reaching with the software. 'We'd like to start piloting with 100 people (in-house R&D team) and plan on introducing the software to other teams in the near future. Current company size is 1000 people.'
		


	
	

		


		
TECHNICAL REQUIREMENTS
		
Provide detailed technology requirements for the software (integrations, login options, data security requirements.)
		


	
	

		


		
FINANCIAL
		
An overview of the budget. Include any additional info & preferences, such as payment schedule and/or other fiscal considerations.
		


	
	

		


		
SCHEDULE
		
Preferred timeline for the pilot/deployment process of the innovation management software.
		


	
	

		


		
OTHER
		


	
	

		


		
CONTRACTS & LEGAL
		
Include expected start and end date for the contract, renewal possibilities & payment terms. Are you looking for the vendor to propose a contract?
		


	
	

		


		
RFP REVIEW PROCESS & TIMELINE
		
Provide detailed information about the deadline to submit proposals, the expected timeline for reviewing responses and the process of notifying vendors of their status.
		


	
	

		


		
SELECTION CRITERIA
		
Include a brief description of how RFP responses will be graded. Example: 'The software vendor must be able to meet the minimum general, technical and functional requirements outlined in this RFP. Proposals will be graded based on the following criteria:  understanding of the customer's needs, demo/look-and-feel-trial, data security, contracts & legal aspects as well as functionalities/features and pricing of the software.'
		


	
	

		


		
REQUIREMENTS FOR PROPOSALS
		
What is the format and stucture for responses that will be sent to you. (You can use the Vendor's Version to gather responses). 
		


	
	

		


		
POINT OF CONTACT
		
The name, contact information and title of the project manager who will answer possible further questions. You can also refer to the contact information on top of the first page of this RFP document. Example: 'If you have any questions and concerns regarding the RFP process, please contact  [Point of contact: name & title] directly via email.'
		


	



Sheet 3: Vendor Answer Sheet

	
	
	
	
	
	

		
REQUEST FOR PROPOSAL RESPONSE TEMPLATE - Innovation Management Software
		


		


		


		


	
	

		


		


		


		


	
	

		
DATE: 
		

 
		
		


	
	

		
FULL LEGAL COMPANY NAME: 
		


	
	

		
STREET ADDRESS: 
		


	
	

		
CITY, STATE & ZIP CODE: 
		


	
	

		
POINT OF CONTACT: 
		


	
	

		
PHONE:
		


	
	

		
EMAIL ADDRESS: 
		


		


		


	
	

		
WEBSITE: 
		


		


		


	
	

		
SIGNATURE:   __________________________________________________
		


		


		


	
	

		


		


		


		


		


	
	

		


		


		


		


		


	
	

		
VENDOR'S RESPONSE
		


	
	

		
INTRODUCTION
		
Include a brief summary of your organization and the innovation management tool you want to offer as a solution. 
		


	
	

		
SOLUTION/PROCESS
		
Please explain how your solution helps solving the current problem and how it responds to the requirements of the business. How does your solution work with/support the mission, vision and current or desired processes?
		


	
	

		
USE CASE
		
Please explain how you solution supports the selected use case/cases.
		


	
	

		
TECHNICAL DETAILS
		
Include a detailed explanation of how your solution meets the technical requirements. 
		


	
	

		
CUSTOMER REFERENCES
		
List one to three relevant customer references here (preferrably similar organizations in size and scope to the implementation in the RFP).
		


	
	

		
SOFTWARE FEATURES
		


	
	

		
FEATURES AND FUNCTIONALITIES
		
Summarize the main features and functionalities of the tool.
		


	
	

		
USE CASES
		
Describe how your solution supports different kinds of use cases and idea management processes.
		


	
	

		
CUSTOMIZABILITY
		
Describe the ability to modify your solution to fit the user's needs.
		


	
	

		
DATA SECURITY & LEGAL
		


	
	

		
GDPR COMPLIANCE
		
Please describe your strategy on data security, personal data and handling of the customer's confidential data.
		


	
	

		
CONTRACTS & LEGAL
		
Please describe your approach to contracts and possible legal requirements.
		


	
	

		
IMPLEMENTATION
		


	
	

		
TIMELINE OF THE PILOT
		
Please include pilot schedule: when is it possible to start?
		


	
	

		
ROLL OUT AND TECHNICAL PREPARATIONS (OTHER THAN SSO)
		
Please describe the roll out process.
		


	
	

		
PRICING
		


	
	

		
PRICING MODEL/BILLING
		
Include a brief explanation of the pricing model.
		


	
	

		
PRICE PER USER/TOTAL COST 
		
Insert price per user and total cost. 
		


	
	

		
POSSIBLE DISCOUNTS OR OTHER OFFERS
		
Include any possible discounts or other promotions. 
		


	
	

		
ADDITIONAL COSTS
		
List here possible additional costs.