PPM software RFP template with vendor scorecard
A software RFP (request for proposal) sets out what your organisation needs from project and portfolio management software, so every vendor answers the same questions and you can compare them fairly. This free Excel template is a complete example RFP: 63 requirements in 12 categories, plus a weighted scorecard that ranks vendors automatically.
What's in the template
Start here
how to use the template in 5 steps, the scoring scale and the colour legend
RFP overview
the non-requirement parts of an RFP (about us, objectives, scope, timeline, how to respond, how responses are evaluated), pre-filled for a fictional company
Requirements
63 requirements in 12 categories, each with a priority (Must, Should, Could, Not needed) you can change
Vendor scorecard
score up to 5 vendors from 0 to 5 per requirement; weighted scores calculate automatically
Results
totals, score per category, ranking and any must-have gaps to discuss before deciding
How to use it in 5 steps
- Replace the example company with your own context in the RFP overview tab.
- Set the priority of each requirement, and add your own in the empty rows.
- Send the RFP overview and Requirements tabs to the vendors on your long list.
- Score each vendor from 0 to 5 per requirement, based on their written answers and demos.
- Compare the results, discuss any must-have gaps with the vendors concerned, and agree your shortlist.
Example: requirements from the template
An extract from the 63 requirements, with the example priorities set for our fictional mid-sized manufacturer.
| ID | Category | Requirement | Priority |
|---|---|---|---|
| R02.02 | Portfolio management | The software lets us define a weighted scoring model to rank requests and projects (e.g. strategic fit, value, risk, effort). | Must |
| R03.01 | Stage-Gate & governance | The software lets us configure phases and gates, and use different phase-gate models per project type (e.g. new product, CAPEX, IT). | Must |
| R04.04 | Project planning & execution | Existing project plans can be imported from Microsoft Project. | Must |
| R05.02 | Resources & capacity | The software shows capacity versus demand per role or team over time (weeks or months). | Must |
| R06.03 | Finance & CAPEX | CAPEX and OPEX are tracked separately, per project and at portfolio level. | Must |
| R08.01 | Reporting & dashboards | The software provides an executive portfolio dashboard (status, budget, risks, capacity) without manual consolidation. | Must |
| R11.01 | Security, hosting & compliance | The software can be installed on-premise in our own data centre. | Must |
| R12.05 | Vendor, support & commercials | The vendor provides a transparent price breakdown (licences, maintenance, services) covering 5 years of total cost. | Must |
Frequently asked questions
Related resources
PPM software selection guide
A step-by-step guide to choosing project portfolio management software.
Read the guideProject management glossary
42 key terms in project, portfolio and Stage-Gate management, clearly defined.
Browse the glossaryStage-Gate Review Preparation Checklist
Ensure every gate meeting is backed by structured inputs, up-to-date information, and stakeholder alignment - across all five gates.
Open the checklistSee how Cerri Project answers this requirements list
Cerri Project brings portfolio, Stage-Gate, capacity and CAPEX governance together, in the cloud or on-premise.
Explore the softwareStage-Gate® is a registered trademark of Stage-Gate Inc.