Skip to main content
    QHSEtech
    Updated 19 September 2026
    Free Template

    QHSE Software RFP Template

    Turn your workflows into requirements that vendors can answer and demonstrate. Customize the worksheet below, export it as CSV, and use the question library to add details for your organization. This is an editorial template; adapt it with your procurement, IT and operational teams.

    Editorial responsibility: Dimitris Mitsios (Founder of The QHSE Standard; product marketing at Tekmon) · Tekmon pays for sponsored placements on this site (disclosure) · How pages are made · LinkedIn

    Require an evidence-bearing response

    For every applicable requirement, ask for the current product, plan, module, role and configuration; the response status; a documentation link or demonstration artifact; the date and version; implementation dependencies; separate costs; and an accountable follow-up owner.

    Keep available now, configurable, custom work, roadmap, not supported and unknown distinct. An unanswered question or roadmap intention is not a passed requirement. Agree critical acceptance conditions separately from weighted preferences, and verify the proposed production plan rather than relying on a privileged demonstration tenant.

    Separate offline preparation, capture and restart from synchronization, server receipt and onward delivery. Request a recovery demonstration for a failed transfer. Integration entitlement does not establish a completed implementation; identify mappings, monitoring, retry handling and support ownership.

    Customize and download your RFP worksheet

    Start with these 14 questions, edit the acceptance criteria, and mark your priorities. The CSV includes blank response, evidence, plan and cost columns for vendors to complete. Exclude irrelevant requirements before exporting.

    Draft saved in this browser. Your entries are not submitted to us. Keep personal or confidential information out of this worksheet.

    Requirement 1
    Requirement 2
    Requirement 3
    Requirement 4
    Requirement 5
    Requirement 6
    Requirement 7
    Requirement 8
    Requirement 9
    Requirement 10
    Requirement 11
    Requirement 12
    Requirement 13
    Requirement 14

    Agree your evaluation weights before receiving proposals. Treat an unresolved must-have as a decision gate; do not hide it inside a strong average score. A roadmap promise is not a demonstrated capability.

    1. Company Overview & Requirements

    • Describe your organization size, industry, and number of sites
    • List current QHSE processes (paper, spreadsheets, legacy software)
    • Define primary objectives for the new platform
    • Specify user count by role (admin, manager, frontline, contractor)
    • Outline required deployment model (cloud, on-premise, hybrid)
    • List languages required for the interface and reports

    2. Functional Requirements

    • Incident reporting, investigation, and CAPA management
    • Risk assessment with configurable matrices
    • Audit and inspection management with mobile capability
    • Permit-to-work digital workflows
    • Training management and competency tracking
    • Document control with version management
    • Compliance tracking and legal register
    • Management of Change (MOC) workflows
    • Environmental monitoring and sustainability reporting
    • Contractor and visitor safety management
    • KPI dashboards and executive reporting
    • Near-miss and safety observation capture

    3. Technical Requirements

    • Name the mobile app, version, device and role; specify offline preparation, new capture, attachments, restart and connected server-receipt checks
    • Name the API or connector, licensed tier, add-ons, authentication, limits, direction and supported operations; provide documentation
    • SSO / SAML / Active Directory integration
    • Data encryption (at rest and in transit)
    • Provide the relevant ISO 27001 certificate and scope or SOC 2 Type II report, reporting period and scope; identify the entity and service covered
    • Data residency options (EU, US, Asia-Pacific)
    • Uptime SLA and disaster recovery capabilities
    • Browser compatibility requirements
    • IoT device and sensor integration capabilities
    • Multi-site hierarchy and role-based access control

    4. Integration Requirements

    • ERP integration (specify system: SAP, Oracle, etc.)
    • HR system integration (specify: Workday, BambooHR, etc.)
    • Business intelligence (Power BI, Tableau) connectivity
    • Email and calendar system integration
    • GRC platform integration (if applicable)
    • Document management system (SharePoint, etc.)

    5. Vendor Evaluation Criteria

    • Pricing model: per-user, per-site, or enterprise license?
    • Implementation timeline and methodology
    • Training approach: on-site, virtual, self-paced, or hybrid?
    • Data migration support from existing systems
    • Customer support: hours, channels, SLA response times
    • Product roadmap and release frequency
    • Customer references in your industry and region
    • Contract terms: minimum commitment, exit clauses, data portability

    6. Response Format & Timeline

    • RFP issued: [DATE]
    • Questions deadline: [DATE — allow time to clarify scope]
    • Responses due: [DATE — agree a feasible response window]
    • Shortlist notification: [DATE]
    • Demo presentations: [DATE RANGE]
    • Pilot/trial period: [DATE RANGE — linked to acceptance tests]
    • Final decision: [DATE]

    Sketch the schedule before you fill in the dates

    Section 6 of the template lists the dates to fill in. This example shows one order they can take and which stages wait for another. Vendors with integrations or a security questionnaire to complete may need longer, so ask them how long they need before you fix the response date.

    Illustrative RFP and evaluation scheduleAn example 17-week schedule from drafting the RFP to the final decision, with four milestones taken from the dates the template asks you to fill in.Week1234567891011121314151617Draft and approve theRFPWeeks 1 to 3 ·Procurement, process ownerVendor questions andanswersWeeks 4 to 5 · ProcurementVendors prepareresponsesWeeks 4 to 7 · VendorsScore responses, setshortlistWeeks 8 to 9 · EvaluationpanelScripted demosWeeks 10 to 11 · Panel,vendorsPilot or trial,acceptance testsWeeks 12 to 15 · Panel,pilot usersReferences, securityand commercial reviewWeeks 14 to 16 ·Procurement, ITFinal decisionWeek 17 · SponsorRFP issuedResponses dueShortlist notifiedDecision communicatedMilestones
    Illustrative example: replace the weeks with the dates in section 6 once vendors confirm how long they need.
    • Prepare
    • Vendors
    • Evaluate
    • Decide
    Text version of this diagram
    1. Draft and approve the RFP. Weeks 1 to 3. Owner: Procurement, process owner. Group: Prepare.
    2. Vendor questions and answers. Weeks 4 to 5. Owner: Procurement. Group: Vendors. Share every answer with all invited vendors.
    3. Vendors prepare responses. Weeks 4 to 7. Owner: Vendors. Group: Vendors.
    4. Score responses, set shortlist. Weeks 8 to 9. Owner: Evaluation panel. Group: Evaluate. Must-pass requirements first, then weighted preferences.
    5. Scripted demos. Weeks 10 to 11. Owner: Panel, vendors. Group: Evaluate.
    6. Pilot or trial, acceptance tests. Weeks 12 to 15. Owner: Panel, pilot users. Group: Evaluate.
    7. References, security and commercial review. Weeks 14 to 16. Owner: Procurement, IT. Group: Decide.
    8. Final decision. Week 17. Owner: Sponsor. Group: Decide.

    Milestones

    • RFP issued. Reached at the end of week 3.
    • Responses due. Reached at the end of week 7.
    • Shortlist notified. Reached at the end of week 9.
    • Decision communicated. Reached at the end of week 17.

    Dependencies

    • Vendor questions and answers starts only after Draft and approve the RFP finishes.
    • Vendors prepare responses starts only after Draft and approve the RFP finishes.
    • Score responses, set shortlist starts only after Vendors prepare responses finishes.
    • Scripted demos starts only after Score responses, set shortlist finishes.
    • Pilot or trial, acceptance tests starts only after Scripted demos finishes.
    • Final decision starts only after Pilot or trial, acceptance tests finishes.
    • Final decision starts only after References, security and commercial review finishes.

    RFP Best Practices

    Be specific about must-haves vs nice-to-haves

    Vendors need to know where they can't compromise. Use MoSCoW prioritization (Must, Should, Could, Won't).

    Include realistic evaluation criteria weights

    Agree and publish weights that reflect your workflow and budget before reviewing responses. Keep must-pass requirements separate from the weighted score.

    Request a reference customer in your industry

    Ask for 2-3 references of similar size and industry. Plan to actually call them — vendor demos only show the best case.

    Ask for a working demo, not just slides

    Request a live demo using a scenario from your actual operations. Prepared slideware doesn't reveal usability issues.

    Not ready for a full RFP?

    Start with our 2-minute quiz to identify which vendors to include in your shortlist.

    Get Matched First

    Related Guides

    Vendor Demo ScorecardOffline Capability ComparisonBuyer's ChecklistPricing GuideImplementation GuideROI CalculatorIntegration GuideGet Matched Quiz

    More related guides

    Frequently Asked Questions

    How long should a QHSE software RFP be?
    Use the length needed to explain your workflows, constraints and acceptance criteria. Remove irrelevant questions. Ask vendors to identify the plan, module, license, evidence and cost for each requirement.
    How many vendors should receive the RFP?
    Pre-qualify vendors against the requirements that would prevent your team from working. Invite only as many as your team can evaluate consistently, including a workflow demonstration and reference checks.
    What's the typical RFP timeline?
    Set dates around the scope, stakeholder availability, security review, integrations and pilot acceptance tests. There is no universal timeline. Require vendors to state dependencies and who owns each milestone.
    Should we include pricing requirements in the RFP?
    Yes — ask for transparent pricing including: per-user/per-site costs, implementation fees, training costs, ongoing support fees, and any additional module costs. Request both 1-year and 3-year pricing to compare total cost of ownership.