7 free templates
RFP scaffolds, tool evaluation scorecards, and renewal calendars for IT purchasing.
Each one is free as a print-ready PDF, and most include an editable CSV. One form unlocks the whole library.
The expensive date is not the renewal. It is the notice deadline, typically 30 to 90 days earlier, after which you are committed for another year whatever you decide. This tracker is built around that date.
Most software evaluations are a decision already made, dressed in a scoring matrix afterwards. The two things that prevent that are locking weights before you see proposals, and requiring evidence rather than impressions in each cell.
Sending every vendor a 200-question security questionnaire means nobody reads the answers. This one tiers vendors by what they can actually damage, and asks a proportionate set, with evidence required rather than self-attestation at the top tier.
Licence price is the number vendors compete on and the smallest part of what you will spend. This worksheet forces in the costs that decide which option is actually cheaper: implementation, internal time, integration, and getting out again.
RFPs produce incomparable responses because each vendor answers in their own structure and prices in their own format. Fixing the requirement format and the pricing table is what makes a side-by-side comparison possible at all.
A POC without written success criteria becomes an extended demo that everyone enjoys and nobody can draw a conclusion from. Deciding in advance what would make this a failure is what turns a trial into evidence.
Vendor exits leave a long tail: integrations still calling an API, a direct debit still running, and your data sitting on their platform indefinitely. The data extraction in particular has a deadline you usually cannot extend.
