Managing Request for Proposals through email threads, shared drives, and disconnected spreadsheets creates exactly the problems it was supposed to solve. RFPs get sent to the wrong vendors. Proposals arrive in different formats with no structured way to compare them. Deadlines are missed because nobody has a clear view of where each RFP stands in the process. And when it comes time to select a winner and document the decision, the audit trail is scattered across a dozen inboxes.
The RFP Management template for SharePoint, built with Infowise Ultimate Forms, replaces this with a structured, end-to-end lifecycle process that lives entirely inside your SharePoint environment.
How it works
The template manages three connected stages:
RFP creation and publishing
A new RFP is created or uploaded into a SharePoint document library. Structured columns capture all the properties that define the RFP: bidding period, category, additional supporting documents, and any tasks associated with the process. Everything is organized and searchable from the moment it is created.
Proposal submission and management
Proposals received from vendors are uploaded and linked directly to their corresponding RFP. Each proposal sits alongside the original document, with all vendor submissions visible in a single, organized view. No more hunting through email attachments or shared folders to find who submitted what.
Winner selection and closure
Once the bidding period closes, the decision-maker reviews all linked proposals, selects the winning submission, and signs off on the decision directly within the form. The selection is recorded, the RFP is closed, and the complete record — original document, all submissions, and the final decision — is preserved in SharePoint with a full audit trail.
What you get
- A structured RFP document library with configurable properties including bidding period, category, and supporting documents
- Vendor proposal uploads linked directly to each RFP — organized, searchable, and version-controlled
- A clear lifecycle view showing the status of every active, closed, and pending RFP at a glance
- Electronic sign-off on winner selection, creating a documented, auditable decision record
- All data stored in standard SharePoint lists and libraries — fully customizable without any development work
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
One of the most important characteristics of this template is that it uses no external data storage and no custom interface. Every RFP, every proposal, and every decision record is stored in regular SharePoint document libraries and lists. This means the system can be extended, modified, or adapted at any time directly in the browser — adding columns, adjusting views, or modifying the form layout — without taking the system offline or involving a developer.
Read detailed installation instruction.
