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Aavenir Atlas early access is open Contractflow on the ServiceNow Store since 2019 Runs on ServiceNow, or standalone ProcureTech100 2025/26 Pioneering Digital Solution ISO/IEC 27001:2022 certified, SOC 2 Type 2 compliant

Glossary

What is a request for proposal (RFP)?

A request for proposal (RFP) is a formal document that invites qualified suppliers to propose a solution to a defined business need, including approach, capability, price, timeline and terms.

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What a request for proposal is for

Organizations use a request for proposal when a purchase is complex enough that price alone should not decide it. It creates a structured, comparable process for judging suppliers on solution fit, implementation approach, experience, risk, service levels and commercial value.

Proposal, information and quotation requests compared

  • Request for information. gathers market information to learn what is possible and who can supply.
  • Request for proposal. asks suppliers how they would solve a need and on what terms.
  • Request for quotation. asks for prices on clearly defined goods or services.

What a request for proposal should include

Background and objectives, scope and requirements, questions for suppliers, evaluation criteria and weights, pricing format, timeline, submission instructions and key contract terms. The usual process runs: define the need, write the document, invite suppliers, answer questions, receive responses, evaluate and shortlist, then negotiate and award.

How Aavenir handles it

RFPflow runs the whole request for proposal on one record. Suppliers respond in a portal, Aavenir AI scores and summarizes every response against your criteria, a person makes the award, and the award drafts the contract. On ServiceNow, events start from the sourcing request.

Keep reading

RFx software RFx software runs requests for information, proposal and quotation in one system, with templates, supplier responses...Read more Request for quotation A request for quotation (RFQ) is a process in which a company or public body asks suppliers to quote prices and terms for...Read more Proposal A business proposal is a written offer from a seller to a prospective buyer that explains how it will meet the buyer's...Read more

Frequently asked questions (FAQ)

Common questions

When should you use a request for proposal?

When the need is complex, several solutions are possible, and you must judge suppliers on more than price, such as approach, experience and risk. For simple, well defined items a request for quotation is faster. Read about request for quotation.

How long should a request for proposal take?

It depends on complexity. Give suppliers enough time to respond well, allow for questions, and plan evaluation time before the response deadline, not after. Late documents lead to late bids. Read about late tenders.

How are proposal responses evaluated?

Against criteria and weights set before responses arrive, usually by a cross functional team. Scores are compared side by side, then shortlisted suppliers may present or submit a best and final offer. Read about bid analysis.

Have a question we have not answered? Ask the Expert

Schedule a demo

See your contracts run on one record.

  • 1 A 30 minute walkthrough Built around your team, whether that is procurement, legal, IT or finance.
  • 2 Your contracts, not ours Bring a few sample agreements and watch Aavenir AI extract and review them.
  • 3 ServiceNow or standalone We show the deployment that fits the systems you already run.

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