RFP Checklist — Nvelop

A comprehensive 50-point checklist to ensure your Request for Proposal covers every essential element — from planning to award.

Pre-RFP Planning

8 items

Define business objectives and desired outcomes Why is this purchase needed? What problem does it solve?

Identify key stakeholders and decision-makers

Establish budget range and funding approval

Conduct market research and identify potential suppliers

Define project scope boundaries (in-scope vs. out-of-scope)

Determine RFP type: open tender, selective, or negotiated

Assess internal resource availability for evaluation

Establish go/no-go criteria for proceeding

Requirements Definition

10 items

Document functional requirements with acceptance criteria

Document technical requirements (architecture, security, integrations)

Document business requirements (SLAs, KPIs, reporting)

Prioritize requirements: Must-Have / Should-Have / Nice-to-Have

Define data migration and integration requirements

Specify compliance and regulatory requirements

Detail security, privacy, and access control requirements

Include training and change management requirements

Validate all requirements with stakeholders (sign-off)

Confirm no conflicting or ambiguous requirements exist

RFP Document Preparation

10 items

Write company/project overview and background

Include detailed scope of work and deliverables

Define proposal response format and structure

Include evaluation criteria and weightings Transparency helps vendors provide better proposals

Specify pricing format (fixed, T&M, cost-plus, etc.)

Include terms and conditions / standard contract clauses

Add NDA / confidentiality requirements

Include mandatory vendor qualifications and certifications

Add reference request requirements (min. 2-3 references)

Obtain legal team review and approval of RFP document

Timeline & Logistics

8 items

Set RFP release / publish date

Set intent-to-bid deadline

Define Q&A period (open and close dates)

Set proposal submission deadline

Schedule evaluation period with evaluators

Plan shortlist presentations / demos

Set target award decision date

Set contract execution target date

Supplier Selection & Distribution

6 items

Create supplier longlist from market research

Pre-qualify suppliers (financial stability, capability, capacity)

Finalize supplier shortlist (recommended: 4-8 vendors)

Distribute RFP to all selected suppliers simultaneously

Confirm receipt from all invited suppliers

Set up Q&A channel and response process

Evaluation & Award

8 items

Prepare evaluation scorecard with weighted criteria

Brief evaluation team on scoring methodology

Conduct independent evaluations (avoid groupthink)

Consolidate scores and hold consensus meeting

Conduct reference checks on shortlisted vendors

Complete shortlist presentations / demos

Prepare award memo with decision rationale

Obtain final approval and notify selected vendor

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