RFP Template — AI Services¶

Request for Proposal for the procurement of AI services or platforms. Adapt to your specific situation.

Organisation Details¶

Organisation: _______________ Contact person: _______________ Email: _______________ Proposal deadline: _______________ Decision date: _______________

1. Introduction & Context¶

About the Organisation¶

Brief description of your organisation, sector, and size.

Project Background¶

Describe the AI project or use case for which you are seeking a vendor. Maximum 1 page.

Purpose of This RFP¶

What exactly are you looking for? E.g.: "A generative AI API for automatically summarising customer conversations."

2. Requirements¶

Functional Requirements¶

Non-functional Requirements¶

Compliance Requirements¶

• GDPR Data Processing Agreement (DPA) available
• ISO 27001 certification or equivalent
• SOC 2 Type II report available
• EU AI Act compliance documentation (if applicable)
• Audit rights contractually established

3. Information Requested from Vendor¶

Answer the following questions in your proposal:

3.1 Company Profile¶

1. Describe your organisation and relevant AI expertise.
2. How long have you offered the requested service? What is your client portfolio?
3. Describe your R&D investments and innovation plans.

3.2 Technical Approach¶

1. Describe your offering for the described use case.
2. Which models/versions are available? What is your update and deprecation policy?
3. How do you guarantee the required uptime and latency?
4. Describe your security measures (encryption in transit and at rest, access control).

3.3 Data & Privacy¶

1. Are prompts and outputs used for model training? If so, how can this be disabled?
2. How long is data retained after processing?
3. Where is data processed and stored (data centre location)?
4. Is a DPA available? Attach as appendix.

3.4 Pricing¶

1. Describe your pricing model (token-based, subscription, enterprise deal).
2. What are the prices at the following volumes: [fill in your expected volumes].
3. Are volume discounts available? What are the tiers?
4. How are price changes communicated and what is the notice period?

3.5 Support & SLA¶

1. What support levels do you offer (tier 1/2/3, response times)?
2. How are incidents communicated? Is there a status page?
3. What are the SLA penalties for non-compliance?

4. Evaluation Criteria¶

Proposals will be evaluated based on:

5. Process¶

Submit via: [email address or platform]

Related Modules¶

• Selection Framework
• Contract Checklist
• Business Case