The Complete Software RFP Question Bank

‍Introduction

What if every RFP you received came with a clear playbook of the questions buyers will ask? That’s the promise of an RFP question bank. It’s one of the most overlooked tools in a vendor’s arsenal. Instead of scrambling to respond under pressure, prepared vendors anticipate these questions, align their answers, and stand out with consistent, compelling responses.

The stakes are high. Research shows that proposal teams spend an average of 23.8 hours on a single RFP response, often pulling input from nine or more contributors across sales, solutions, and security teams. Without structure, that time translates into missed deadlines, inconsistent messaging, and stalled deals.

In this blog, we’ll walk through an essential software RFP question bank, organized into key categories like security, pricing, and support, and show you how vendors can craft stronger responses. 

Key Takeaways

• RFP responses are time-consuming. 23.8 hours per response with input from multiple teams.
• A software RFP question bank helps vendors anticipate buyer questions and prepare consistent, high-quality answers.
• Buyers consistently ask about 11 categories: company background, product features, integrations, security, implementation, support, pricing, performance, UX, scalability, and innovation.
• Best practices include preparing reusable content, be transparent on pricing and terms, and highlight security/compliance.
• AI RFP automation cuts response time by 70–90%, ensures accuracy, and maintains consistent messaging.
• With Inventive AI, vendors respond up to 10x faster, improve proposal quality, and win more deals.

What is a Software RFP Question Bank?

A software RFP question bank is a list of common questions that buyers usually ask when they send out a Request for Proposal (RFP) to software vendors. These questions cover important areas like product features, security, pricing, and customer support.

For vendors, this question bank works like a guide. Instead of rushing to create new answers every time, teams can prepare clear, consistent responses ahead of time. This helps them:

• Save time by reusing accurate answers.
• Keep their messaging consistent across all proposals.
• Show their value in a way that matches what buyers are looking for.

Now that we’ve defined the concept, let’s break it down into practical categories. Each section represents a set of questions buyers typically ask, along with insights on how vendors should prepare their answers.

Essential Software RFP Questions to Ask Vendors

The Role of AI RFP Automation in Handling Question Banks

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When buyers issue an RFP for software, their questions tend to fall into predictable categories. By understanding these categories, vendors can prepare strong responses in advance and avoid rushed, inconsistent answers.

1. Company Background & Experience

Buyers want to confirm the vendor’s credibility and long-term stability.

Sample Questions:

• How long has your company been in business? 

State your founding year and total years in operation. If there were major pivots or mergers, note them briefly with dates.

• What industries do you specialize in? 

List your primary verticals and typical use cases in each. Include examples of outcomes you have delivered for those industries.

• Can you provide customer references or testimonials?

Share 2–3 references with names, titles, and companies. Include short quotes and confirm whether direct contact is permitted.

• Do you have case studies relevant to our sector?

Provide links or PDFs with a one-line summary for each: customer profile, problem, your solution, and measurable results.

• What is your company’s size (employees, revenue)?

Give your latest headcount and a revenue or ARR range. If exact figures are confidential, provide bands and the reporting period.

• Where are your headquarters and global offices located?

List HQ and major regional offices. Note which locations handle support, implementation, and account management for the buyer’s region.

• Who are your key executives and leadership team?

Provide names, titles, and brief bios highlighting relevant experience and tenure. Include product and customer success leaders.

• Have you ever worked with clients of our size before?

Cite examples by company size or segment and share results achieved. Mention scale indicators such as user counts or deployment scope.

• What partnerships or certifications does your company hold?

List strategic tech partnerships and partner tiers. Include corporate or quality certifications and relevant industry association memberships.

Must Read: Comprehensive RFP Checklist for Winning Proposals

2. Product Features & Functionality

Buyers ask these questions to confirm whether the software truly meets their business needs. Clear, detailed answers help establish confidence and demonstrate solution fit.

Sample Questions:

• What core features are included in your software?

Provide a detailed list of the main features, grouped logically (e.g., collaboration, reporting, integrations). Explain how each feature solves a business challenge rather than simply listing functions.

• Which optional modules or add-ons are available?

Share information about advanced or premium modules that extend core functionality. Specify whether these require additional licensing or integration.

• Can the software be customized to our workflows?

Describe customization options, such as configurable dashboards, user roles, or workflows. Clarify whether customization requires coding, third-party tools, or is available out-of-the-box.

• Do you support multiple languages and currencies?

State which languages and currencies are natively supported. If localization features are available, note whether they can be expanded for global clients.

• How do you handle feature updates or upgrades?

Explain your release cycle (e.g., monthly, quarterly). Share how upgrades are rolled out, whether downtime is required, and how clients are notified and trained on new features.

• Does your software provide dashboards or analytics?

Outline the types of reports and dashboards included. Mention customization options, data visualization formats, and how users can export or share analytics.

• What differentiates your product from competitors?

Identify 2–3 unique value propositions. This could include proprietary technology, superior customer support, or AI-powered features. Frame your answer in terms of customer outcomes.

• Do you support both desktop and mobile devices?

Specify supported platforms (Windows, macOS, iOS, Android, web browsers). Highlight performance and user experience across devices.

• Can we configure user roles and permissions?

Describe how user access is managed. Provide details on role-based access control, permission levels, and the ability to create custom roles for different teams.

3. Integration & Compatibility

Software rarely works in isolation. Buyers want to know how easily your solution can fit into their existing technology stack and processes.

Sample Questions:

• Which third-party applications do you integrate with?

Provide a list of supported integrations, grouped by category (CRM, ERP, marketing automation, collaboration tools). Highlight the most popular integrations and share whether new ones are regularly added.

• Do you provide APIs or SDKs?

State whether open APIs, REST APIs, or SDKs are available. Explain how developers can use them, and note if documentation, sample code, or developer support is included.

• Is your software cloud-based, on-premise, or hybrid?

Specify your deployment models and explain compatibility with different IT environments. Share if customers can switch between models as needs evolve.

• Can it integrate with Salesforce, SAP, or Microsoft 365?

Confirm whether integrations exist with these widely used platforms. Explain how data flows between systems and any limitations or prerequisites.

• Do you support REST or SOAP APIs?

Clarify which protocols are supported and which use cases each covers. If both are available, explain which is recommended for modern integrations.

• What is the process for new custom integrations?

Describe how you handle custom integration requests, whether through professional services, third-party partners, or customer development using your APIs.

• Are connectors available for common CRMs or ERPs?

List pre-built connectors (e.g., HubSpot, Oracle, Workday). Explain if they’re included or sold separately and how they are maintained for compatibility.

• How do you handle data import/export?

Provide details on supported formats (CSV, XML, JSON), available automation tools, and how customers can migrate or sync large datasets.

• Can your system integrate with SSO providers?

Confirm support for single sign-on with providers like Okta, Azure AD, or Google Workspace. Describe how this improves security and simplifies user access management.

4. Security & Compliance

Data protection is one of the most scrutinized areas in any software RFP. Buyers need proof that your product can safeguard sensitive information and meet compliance requirements.

Sample Questions:

• What data encryption methods do you use (at rest/in transit)?

Specify the encryption standards (e.g., AES-256 for data at rest, TLS 1.2/1.3 for data in transit). Explain where encryption is applied and how keys are managed.

• Do you support single sign-on (SSO) and multi-factor authentication (MFA)?

Confirm SSO compatibility with providers such as Okta, Azure AD, or Google Workspace. Describe MFA options and how they strengthen access control.

• Which certifications do you hold (SOC2, ISO 27001, HIPAA, GDPR)?

Provide an up-to-date list of certifications and their validity periods. If applicable, include links to audit reports or third-party verification.

• How often do you undergo third-party security audits?

State the frequency of audits (annual, semi-annual) and the independent firms conducting them. Share whether reports are available for customer review.

• What’s your incident response plan?

Outline your process for identifying, containing, and remediating security incidents. Include timelines for customer notification and escalation procedures.

• Do you offer audit trails and activity logging?

Describe the availability of system logs, retention policies, and access controls. Explain how customers can use these logs for compliance and internal reviews.

• How do you handle vulnerability management?

Detail how vulnerabilities are identified, prioritized, and patched. Mention the tools or frameworks used and the average turnaround time for critical fixes.

• What’s your disaster recovery and business continuity strategy?

Share your recovery time objectives (RTOs) and recovery point objectives (RPOs). Describe data backup frequency, geographic redundancy, and testing schedules.

• How do you manage data residency and cross-border compliance?

Explain where customer data is stored and how you meet regional requirements (e.g., GDPR in the EU, HIPAA in the U.S.). Highlight any options customers have for data localization.

• Can you provide documentation on penetration testing results?

State how often penetration tests are performed, who conducts them, and whether executive summaries or detailed reports are shared with customers.

Must Read: Machine Learning RFPs and Bids Guide

5. Implementation & Onboarding

A smooth rollout is critical for buyer confidence. These questions help buyers understand how your team manages deployment, training, and adoption while minimizing business disruption.

Sample Questions:

• What’s the typical implementation timeline?

Provide an average timeline based on company size or complexity (e.g., 4–6 weeks for mid-market clients, 3–4 months for enterprise). Share key phases such as planning, configuration, testing, and go-live.

• Do you assign a dedicated implementation manager?

Explain whether clients receive a dedicated manager or team. Highlight their role in coordinating stakeholders, setting milestones, and ensuring deadlines are met.

• What training do you provide to users and admins?

Outline your training formats live sessions, workshops, online courses, or self-paced modules. Specify if training is included in the contract or offered at an additional cost.

• Do you offer data migration support?

Describe whether you assist with migrating legacy data, cleaning datasets, and validating accuracy post-migration. Include details on tools or services used.

• How do you manage change requests during rollout?

Explain your process for handling scope adjustments or feature requests mid-project. Clarify approval workflows, timelines, and any associated costs.

• What percentage of projects go live on schedule?

Share historical success rates and include metrics (e.g., “92% of projects launched within the agreed timeline over the last 12 months”). Provide context on how you maintain this performance.

• What onboarding resources (manuals, videos, helpdesk) are available?

List available resources, such as knowledge bases, video tutorials, and customer portals. Emphasize how these tools reduce dependency on direct support.

• Can you share examples of similar successful deployments?

Provide short case studies or client examples, noting industry, scale, and outcomes. Include measurable results like adoption rates or time-to-value improvements.

6. Support & SLAs

Ongoing support is often the deciding factor in long-term vendor relationships. Buyers want assurance that help will be available whenever issues arise, and that formal service level agreements (SLAs) will protect their investment.

Sample Questions:

• What support channels do you offer (phone, email, chat)?

List all available support channels and their availability. Clarify whether live agents, chatbots, or ticketing systems are used, and if different tiers of support exist.

• What are your average response and resolution times?

Provide data on average first-response times and time-to-resolution for critical, high, and low-priority issues. Share recent performance metrics if available.

• Do you provide a dedicated account manager?

Explain whether each client has a dedicated contact for account management and issue escalation. Highlight how this person adds value beyond technical troubleshooting.

• What are your SLA guarantees for uptime and support?

Outline uptime commitments (e.g., 99.9% availability) and SLA terms for response times. Include remedies such as service credits if SLAs are not met.

• How do you escalate critical issues?

Describe your escalation hierarchy, including timelines for involvement of senior engineers or executives. Clarify how customers are kept informed during escalations.

• Do you provide 24/7 support?

Confirm whether round-the-clock support is available globally, and specify whether it is included in standard pricing or offered as a premium service.

• Is there a customer success team to guide long-term adoption?

Share details about your customer success function, including onboarding check-ins, QBRs (quarterly business reviews), and proactive account health monitoring.

• Do you offer a knowledge base or self-service portal?

Explain the resources available for self-service support, such as searchable help articles, video tutorials, and community forums. Highlight how these tools help customers resolve issues quickly without waiting for support.

7. Pricing & Contract Terms

Clear and transparent pricing is one of the most critical factors in vendor selection. Buyers want to avoid hidden costs, understand how pricing scales, and ensure contracts align with their long-term budgeting plans.

Sample Questions:

• What is your pricing model (subscription, per-user, license)?

Explain whether your pricing is based on a subscription, per-user seats, feature tiers, or perpetual licenses. Share how this structure benefits customers in terms of flexibility or scalability.

• What do your standard contracts include?

Outline the main components covered in a standard agreement, such as core features, support levels, service uptime commitments, and renewal terms.

• Are there any hidden or optional costs?

Be transparent about any fees beyond base pricing, such as setup, training, premium support, or additional integrations. Clarify which costs are optional versus mandatory.

• How does pricing scale with usage?

Describe how costs change as the customer grows. For example, explain per-user pricing tiers, usage-based billing, or data-volume thresholds. Use examples to make scaling predictable.

• What’s your renewal policy?

Specify whether renewals are automatic or manual. Share details about notice periods, price increase limits, and options for renegotiation.

• Do you offer volume or multi-year discounts?

Highlight any available discounts for large user counts or longer-term commitments. Explain how these options help customers save money over time.

• What’s included in the base price vs. add-ons?

Clearly differentiate between what’s covered in standard licensing and which features or modules require an additional fee. Provide examples so customers can budget accurately.

• Can you share a total cost of ownership (TCO) estimate?

Provide an estimate that includes licensing, implementation, training, and support costs over the contract term. Emphasize transparency to build trust with buyers.

Must Read: Examples of AI Workflow for Healthcare RFPs

8. Performance & Reliability

Dependability is non-negotiable. Buyers want proof that your software consistently performs well, even under heavy usage, and that you have safeguards in place for downtime or failures.

Sample Questions:

• What uptime guarantee do you provide?

State your SLA uptime commitment (e.g., 99.9% or 99.99%). Clarify whether this is measured monthly or annually and how service credits are issued if uptime drops below the guarantee.

• What is your historical uptime performance?

Share actual performance data from the past 12–24 months. Provide evidence such as monitoring reports or independent audits to show reliability.

• How do you ensure system reliability during peak loads?

Explain how your architecture scales (e.g., load balancing, auto-scaling in the cloud). Mention testing protocols like stress tests or performance benchmarks.

• Do you offer real-time performance monitoring?

Describe whether customers have dashboards or alerts to track system health, latency, or performance issues in real time.

• How do you handle system outages?

Outline your outage response process, including detection, communication to customers, remediation steps, and incident reports after resolution.

• What’s your disaster recovery plan?

Provide details on recovery time objectives (RTOs) and recovery point objectives (RPOs). Mention data backup frequency, offsite storage, and regular disaster recovery testing.

• How quickly can services be restored after downtime?

Share average recovery times for past incidents. Clarify escalation procedures and the resources dedicated to high-severity issues.

• Do you provide service status dashboards?

Indicate whether customers can access live or historical service status dashboards. Explain how these improve transparency and trust during incidents.

9. User Experience & Accessibility

Adoption and satisfaction depend heavily on usability. Buyers want software that is intuitive, accessible, and adaptable to their teams’ needs while meeting regulatory standards for inclusivity.

Sample Questions:

• How intuitive is your user interface?

Describe the design principles behind your interface. Share whether you follow usability standards and include feedback from user surveys or customer adoption rates.

• Do you support mobile and tablet devices?

Specify which platforms are supported (iOS, Android, web). Clarify whether functionality is consistent across devices or if certain features are mobile-only.

• How often do you conduct usability testing?

Explain your usability testing process, how frequently it occurs, and whether real customers are involved. Share examples of recent improvements made based on test results.

• Do you comply with WCAG accessibility standards?

State your compliance level (e.g., WCAG 2.1 AA). Highlight features such as screen reader support, keyboard navigation, or color contrast adjustments.

• Can users personalize dashboards or settings?

Outline personalization options, such as configurable dashboards, themes, alerts, or shortcuts. Explain how this supports different roles within the organization.

• How do you gather and act on UX feedback?

Share your process for collecting feedback (surveys, NPS, beta programs). Describe how insights are prioritized and converted into product improvements.

• What customer satisfaction metrics can you share?

Provide metrics such as NPS (Net Promoter Score), CSAT (Customer Satisfaction Score), or product adoption rates. Use recent data to demonstrate consistent performance.

10. Scalability & Roadmap

Buyers want confidence that your solution won’t just meet their needs today but will continue to evolve as their business grows. Scalability and a clear product roadmap are critical for long-term partnerships.

Sample Questions:

• How many users can your system support?

Provide specifics on user capacity, both current tested limits and practical deployment examples. Mention whether scaling requires additional infrastructure or happens automatically.

• Can it handle growth in data volume and transactions?

Explain how your platform processes larger workloads such as auto-scaling, sharding, or load balancing. Share performance metrics under high-volume conditions if available.

• What’s your product roadmap for the next 2–3 years?

Highlight upcoming features, innovations, and long-term improvements. Balance transparency with flexibility, share direction and priorities without overcommitting to specific dates.

• How often do you release updates?

State your release frequency (monthly, quarterly) and describe how updates are communicated to customers. Note whether customers can preview or opt into beta features.

• Can new features be added without downtime?

Clarify your deployment approach such as rolling updates or zero-downtime releases. Explain how you minimize disruption for live customers.

• How do you ensure backwards compatibility?

Describe your testing processes, version control practices, and policies for API stability. Highlight efforts to prevent breaking changes for existing users.

• Do you involve customers in roadmap planning?

Explain whether you gather feedback through advisory boards, user groups, surveys, or beta programs. Show how customer input influences product priorities.

11. Innovation & Vendor Vision

Beyond today’s functionality, buyers want to know if your company will continue to innovate and remain a strong partner for years to come. These questions help assess your commitment to long-term value.

Sample Questions:

• How often do you release new features?

Explain your release cadence (monthly, quarterly, annually). Share examples of recent features added and how they improved customer outcomes.

• How do you stay ahead of industry trends?

Describe how you track emerging technologies and market shifts. Highlight your involvement in industry forums, analyst reports, or research partnerships.

• Do you invest in AI, machine learning, or automation?

Provide details on current or planned AI initiatives. Share how automation and intelligence are built into your product roadmap to improve efficiency and results.

• How do you gather customer feedback for product development?

Explain the feedback channels you use such as surveys, advisory boards, beta programs, or support tickets, and how this input is prioritized.

• What’s your vision for the next five years?

Share a high-level statement of your company’s direction, focusing on customer value, product innovation, and industry leadership.

• How do you balance innovation with customer stability?

Describe how you roll out new features without disrupting existing users. Mention testing, pilot programs, and phased rollouts.

• Can you share examples of recent product innovations?

Highlight 2–3 innovations from the last 12–18 months. Explain the problem they solved, how customers adopted them, and measurable impact achieved.

Download the full checklist. Get all 90+ essential software RFP questions in one place, neatly organized by category. Use this Excel file as a ready-to-go template to evaluate vendors and capture your team’s notes.

By now, it’s clear that software RFPs cover a wide range of categories. Managing this volume of questions manually is a strain on proposal teams. This is where AI RFP automation comes into play.

Don’t let RFPs slow your growth. Treat every response as a strategic opportunity to demonstrate credibility, value, and innovation. Call and book a demo today. 

The Role of AI RFP Automation in Handling Question Banks

RFP question banks are designed to test a vendor’s depth, but they often become overwhelming for proposal teams. A single RFP can contain hundreds of detailed questions on product features, security, pricing, integrations, and support. Without structure, teams spend days digging through old files, rewriting similar answers, and coordinating across departments. This slows down response times and increases the risk of errors.

AI-powered RFP automation provides a smarter way to manage these question banks:

• Faster Drafting of Answers: AI can generate first drafts for standard, recurring questions, like security certifications or SLA terms, using your approved knowledge base. This reduces manual writing effort and helps teams move faster.
• Centralized Content Management: Instead of searching through past proposals or emails, an AI platform offers a single hub for accurate, pre-approved responses. This ensures teams always pull from consistent, up-to-date content.
• Content Accuracy and Freshness: Buyers expect precise, current information. AI tools automatically flag outdated certifications, old pricing models, or conflicting details so vendors can avoid sending inaccurate responses.
• Consistency Across Submissions: With multiple contributors, answers often vary in tone or detail. AI ensures responses are aligned with brand messaging, improving professionalism and readability.
• Time and Resource Savings: By automating repetitive parts of RFPs, teams can cut response times dramatically, often by 70–90%, and redirect energy to strategic sections such as executive summaries, win themes, and value messaging.
• Better Outcomes: Faster, more consistent, and accurate responses not only reduce stress for proposal teams but also increase buyer confidence. Organizations that adopt AI RFP automation report measurable improvements in both efficiency and win rates.

Must Read: Guide to Writing an Effective RFP Response Cover Letter

How to Score RFP Responses?

When evaluating proposals, buyers rely on a scoring rubric to bring structure and objectivity to the decision process. Instead of judging responses subjectively, evaluators break the RFP into weighted categories such as pricing, technical fit, compliance, vendor experience, and innovation. Each category is given a percentage weight based on its importance (e.g., 30% technical, 25% cost, 20% compliance).

AI automation is powerful in theory, but what does it look like in practice? This is exactly where Inventive AI delivers value, by turning automation into measurable outcomes for proposal teams.

How Can Inventive AI Help With Software RFP Questions and Responses?

Responding to software RFPs can be a frustrating and resource-heavy process. Proposal managers and sales teams often juggle multiple question banks, outdated documents, and inconsistent inputs from stakeholders. With tight deadlines and rising buyer expectations, it’s easy to lose valuable hours on repetitive work instead of focusing on the strategic parts of the proposal.

That’s where Inventive AI’s AI-Powered RFP Response Software helps vendors transform the way they manage and answer software RFPs. By moving from scattered spreadsheets and manual drafting to an intelligent, centralized response workflow, your team can respond faster, more consistently, and with higher win rates.

Accelerate Responses to Question Banks

Inventive AI automatically analyzes incoming RFPs and maps them against your approved content library. Whether the buyer is asking about security certifications, integrations, pricing models, or support SLAs, the platform generates a structured first draft that’s already 70–90% complete. Instead of starting from scratch, your team only needs to refine and tailor responses, cutting down response times dramatically.

Maintain Consistency Across Every Proposal

One of the biggest challenges in responding to software RFPs is inconsistent messaging. Inventive AI ensures answers to common questions, like uptime guarantees, data privacy, or feature descriptions which are always aligned with your most up-to-date content. This consistency not only saves review time but also builds buyer confidence.

Reuse and Personalize Content Effortlessly

With its intelligent content library, Inventive AI stores reusable blocks for frequently asked software RFP questions (e.g., compliance, integrations, product roadmaps). These blocks can be quickly pulled into new responses, with smart suggestions for tailoring based on the client’s industry or requirements. Teams eliminate duplication and scale their output without adding more staff.

Ensure Accuracy and Compliance

Inventive AI’s validation engine flags incomplete, outdated, or conflicting responses before proposals are finalized. This helps teams avoid sending outdated certifications, unsupported features, or contradictory details. The result: higher accuracy and stronger trust with potential buyers.

Gain Insights Into RFP Performance

With built-in analytics dashboards, Inventive AI gives proposal managers visibility into response times, content reuse rates, and bottlenecks across teams. Leaders can track win/loss trends, identify which answers resonate most, and optimize their RFP process over time.

Here’s why it matters for software vendors - 

• Respond to software RFPs up to 10x faster without sacrificing quality.
• Eliminate inconsistencies that confuse buyers or slow reviews.
• Free proposal managers from repetitive drafting so they can focus on win strategy.
• Ensure compliance and accuracy in every technical, security, and pricing response.
• Scale your ability to handle more RFPs without overloading your team.

Struggling to keep up with endless software RFP questions? See how Inventive AI helps vendors cut response times by 70%, improve proposal quality, and win more deals. Request a demo today!

Conclusion

Answering software RFPs doesn’t have to be a slow, manual, or error-prone process. With buyers asking dozens of detailed questions on security, pricing, integrations, and product roadmaps, the difference between winning and losing often comes down to clarity, consistency, and speed.

By anticipating common questions and preparing structured responses, vendors can build trust and demonstrate value. And by utilizing AI RFP automation, proposal teams can go even further by cutting response times, ensuring accuracy, and scaling their ability to handle more RFPs without overburdening their staff.

The most successful vendors treat RFPs as more than just a checklist. They use them as a strategic opportunity to showcase expertise, align with client priorities, and stand out in competitive evaluations.

As AI reshapes proposal management, strong governance around data, compliance, and responsible automation will become just as critical as speed, helping vendors stay competitive while building lasting trust with buyers.

Ready to see how AI-powered automation can transform your RFP process? Download our case study now and discover how top vendors reduced RFP response times by 70% while improving win rates.

FAQs

1. How many questions should a software RFP include?

Aim for 60–120 focused questions across the core categories. Too few is weak comparability; too many  means slow responses and low quality. Prioritize “must-score” items and keep the rest optional.

2. How do we score vendor responses fairly?

Create a weighted scoring model (e.g., Security 25%, Features 20%, Integrations 15%, UX 10%, Implementation 10%, Support 10%, Pricing/TCO 10%). Use 0–5 scales with clear rubrics and require comment justifications for high/low scores.

3. What’s a realistic RFP timeline for software?

Typical: 2 weeks prep (requirements + scoring), 3–4 weeks vendor response, 1–2 weeks evaluation & demos, 1 week due diligence. Build in extra time for security review and legal.

4. Should we require a live demo or a sandbox trial?

Yes. Ask for both if possible. Use scripted demo scenarios tied to your use cases and offer a time-boxed sandbox (e.g., 7–14 days) with success criteria to verify claims.

5. How do we handle incomplete or vague answers?

Send a clarification round with a deadline, referencing question IDs. If critical gaps remain, adjust scores accordingly and document the rationale for auditability.

6. Can AI help us write better RFP questions?

Yes. AI can help write better RFP questions by suggesting industry-specific, outcome-focused, and compliance-ready prompts, ensuring clarity, completeness, and consistency while saving teams significant time.

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