Choosing software
Turnaround Software RFP Template: Sections and Questions
A turnaround software RFP has eleven sections and about fourteen questions that every vendor answers the same way, followed by a live demo on your own data and a weighted score. The free Excel template holds the sections, questions, a response grid and a timeline. MaintWiz answers an RFP with a demo on your task list.
How MaintWiz helps: An RFP works when every vendor answers the same questions on your data. The MaintWiz shutdown module moves the plan from spreadsheets into one system with a critical path, readiness gates, permits and spares status. See the module · Get the RFP template
By Jai Balachandran · Published · Last reviewed
What MaintWiz adds:Critical path and floatReadiness gatesPermits and isolationsSpares status with SAP
Definition
What is a turnaround software RFP?
A turnaround software RFP is a written request that gives vendors the same description of your shutdowns, users, data and systems, asks the same questions and sets the same scoring rules, so that proposals can be compared fairly. In this guide STO means shutdown, turnaround and outage.
A good RFP is short on adjectives and long on facts. It states how many shutdowns you run, how many tasks each has, who will use the tool and what must connect to it. It then asks vendors to show, not tell. The template below gives you the sections and fourteen questions; edit them to fit your plant.
Download the free RFP template (Excel) with sections, questions, a response grid and a timeline. Pair it with the turnaround software checklist for the features to require.
Sections
What sections should a turnaround software RFP have?
A turnaround software RFP should have eleven sections: background, objectives, scope of the system, users and roles, data and integration, security and hosting, implementation, support, commercial terms, evaluation and response instructions.
| Section | What to write |
|---|---|
| 1 Background | Your company, sites, shutdowns a year, tasks per stop, contractors, current tools |
| 2 Objectives | What the software must achieve and how you will measure it |
| 3 Scope of the system | Plan, prepare, execute, control and close functions required |
| 4 Users and roles | Number and type of users, contractors, executives, mobile needs |
| 5 Data and integration | Data to load, the ERP or CMMS to connect, permit system, sign-in |
| 6 Security and hosting | Hosting location, access control, audit trail, backup, data ownership |
| 7 Implementation | Plan, timeline, who does what, training, a pilot stop |
| 8 Support | Hours, response times, escalation, updates |
| 9 Commercial | Pricing model, all one-time and yearly costs, term and exit terms; see software cost |
| 10 Evaluation | Criteria, weights, a demo script and reference checks |
| 11 Instructions | Response format, contact, deadlines, confidentiality |
MaintWiz
How does MaintWiz respond to an RFP?
MaintWiz answers an RFP with a live demo on your own task list, written answers on integration and implementation, and customer references; AI agents support shutdown planning.
Send us your RFP or your requirement list and we will run the demo scenarios on your data. Plant requirements shape what we build next.
About MaintWiz. MaintWiz is an industrial AI platform with IoT, SAP integration and predictive maintenance (PdM) capabilities. Its shutdown and turnaround module helps plants plan, schedule, execute and close out shutdown work.
What the shutdown module covers
As described on the MaintWiz shutdown maintenance product page.
- Gantt chart with critical path, float and baselines
- Seven readiness gates with signed waivers
- Permits and isolations shown on each work order
- Spares status with the SAP request or order behind each short part
- Findings from technicians sent straight to the planner
- Earned value, cost and schedule indices
Proof
What MaintWiz customers report
Figures as published in MaintWiz case studies on maintwiz.com. They come from maintenance management projects, not shutdowns.
Questions
What questions should a turnaround software RFP ask?
A turnaround software RFP should ask each vendor to show how the system handles scope and baselines, the critical path, readiness blocks, field entry, cost control, close-out, integration, security, AI features, implementation, full costs and references.
| Area | Question |
|---|---|
| Scope | Show how the system holds a scope list, work packages and an approved baseline. How is late scope added and approved? |
| Schedule | Does it calculate the critical path and float on the whole network? Can we import from Excel or a scheduler? |
| Readiness | Can a job be blocked when a permit, isolation or part is open? How are waivers recorded? |
| Execution | How do technicians enter progress, readings, photos and findings, including with no signal? |
| Control | What cost and schedule measures are produced? How is forecast to finish calculated? |
| Close | How are deferred items and lessons kept for the next stop? |
| Integration | Which systems have you integrated with? What is standard scope and what is custom? |
| Security | Where is data hosted, who owns it and what audit trail exists? |
| AI | Which AI features are offered? What task does each do, how was it tested and who approves its output? See AI shutdown planning 2 |
| Implementation | Give a dated plan, what you load, what we supply and success measures for a pilot |
| Commercial | State all costs: licenses, implementation, integration, training, yearly fees, term and exit terms |
| References | Name customers with similar stops we may call |
Scoring
How do you score turnaround software RFP responses?
Score each response 0 to 3 against the same weighted requirements, keep the demo scores separate from the written scores, and check references before the final decision, so the choice follows evidence rather than the best presentation. 1
- 1
Weight the requirements
Weight each 1 to 5 before you read any response.
Fixed first - 2
Score the written answers
Two people score independently, then agree.
0 to 3 - 3
Run the demo script
Same eight scenarios, your data, every vendor.
Live - 4
Check references
Call customers with a similar stop.
Evidence - 5
- 6
Record the decision
Scores, reasons and who decided.
Audit
The RFP and demo scorecard has the weighted sheet and the demo script.
Contract
What contract terms matter in a turnaround software purchase?
The contract terms that matter are data ownership and export, the scope of implementation in writing, support response times, the price of changes and extra users, how upgrades are handled, security obligations and the right to leave without losing your data.
- You own the data and can export it
- Implementation scope and dates in writing
- Support hours and response targets
- Prices for extra users, sites and modules fixed
- Upgrades included or priced
- Security and audit trail obligations
- Exit terms and data return
Visuals
Save the RFP template visuals
Two visuals for the procurement team. Click either for the full-size image.
FAQ
Frequently asked questions
What is a software RFP?
A request for proposal: a written request that gives vendors the same facts and questions so proposals can be compared fairly.
What should a turnaround software RFP include?
Background, objectives, scope, users, data and integration, security, implementation, support, commercial terms, evaluation and instructions.
How long does an RFP process take?
About eight weeks from issue to decision is a reasonable plan: questions in week one, responses in about three and a half weeks, demos and references after.
How many vendors should we invite?
Three to five. More adds work without better information.
Should the RFP include a demo?
Yes. Ask each vendor to run the same scenarios on your sample data. The scorecard includes an eight-scenario script.
How do we score responses?
Weight requirements first, score 0 to 3 against the same criteria, score demos separately and check references.
Is there a free RFP template?
Yes. The RFP template (Excel) has the sections, fourteen questions, a response grid and a timeline.
Should we ask about AI?
Yes: ask which task each AI feature does, how it was tested and who approves its output. See AI shutdown planning.
Will MaintWiz respond to our RFP?
Yes, with a live demo on your data. AI agents are part of the module. See turnaround management software.
Sources
Sources
The RFP structure is our assessment from how software is selected. The references are the GAO schedule guide and the NIST AI Risk Management Framework, used for the schedule and AI questions.
Move your shutdown plan out of spreadsheets
Book a demo and bring the spreadsheet you use today. We will show how the module covers the same ground.