RFP template for AI automation services: Evaluating execution, not demos

Key takeaways

1. A well-structured RFP helps you evaluate AI automation vendors objectively and find the best fit for your organization
2. Technical requirements should cover integration capabilities, scalability, and customization options
3. Security and compliance questions are critical when evaluating AI automation platforms
4. Include specific questions about implementation timelines, support, and training
5. This template provides a ready-to-use framework that you can customize for your needs
6. Proper vendor evaluation criteria help you compare proposals fairly and make informed decisions

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Why you need an RFP for AI automation services

Most organizations jump into AI automation without a clear evaluation framework. They get dazzled by demos, swayed by sales pitches, and end up with a solution that doesn't quite fit. S

ix months later, they're dealing with integration headaches, security concerns, and a tool that nobody wants to use.

An RFP (Request for Proposal) changes that.

It forces you to think through what you actually need before vendors start selling you what they have. It creates a level playing field where you can compare apples to apples. And it protects you from making expensive mistakes.

Think of this RFP template as your insurance policy against buyer's remorse.

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What makes a great AI automation RFP

Most templates fail in one of two ways.

They are either:

• Too generic — full of abstract questions about “scalability” and “security” with no operational context, or
• Too technical — optimized for architects, not operators.

A good RFP does three things:

• It clarifies your needs: Writing an RFP forces you to document what you're actually trying to accomplish. This clarity helps everyone, vendors and internal stakeholders alike.
• It standardizes responses: When every vendor answers the same questions, you can actually compare them fairly instead of drowning in marketing speak.
• It sets expectations: An RFP establishes the ground rules for the relationship, from timelines to support requirements.

But here's what most RFP templates get wrong: they're either too generic or too technical. They ask about "scalability" without defining what scale means for your organization. They inquire about "security" without specifying which compliance frameworks matter to you.

This template is different. It asks the questions that actually matter when evaluating AI automation platforms.

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Core components of your AI automation RFP

Technical requirements that test adaptability

Technical capabilities are the foundation of any AI automation platform. But you can't evaluate "capabilities" in the abstract. You need to know specifically what the platform can and can't do in your environment.

Here are the critical technical questions to ask:

• What systems and applications does your platform integrate with natively?
• How do you handle custom integrations for systems not in your standard library?
• What APIs do you provide for extending platform functionality?
• How does your platform handle data synchronization across different systems?
• What are your infrastructure requirements (cloud, on-premise, hybrid)?
• How do you manage version updates and backward compatibility?
• What is your approach to handling high-volume transaction processing?
• Can workflows be customized without coding? What about with coding?
• How do you handle error handling and retry logic in automated processes?
• What monitoring and logging capabilities do you provide?

These questions help you understand not just what the platform can do today, but how it will adapt to your needs tomorrow. According to Gartner research, the biggest complaint about automation platforms isn't their features but their inflexibility when business needs change.

Security and compliance questions

Security isn't just a checkbox item. In AI automation, you're often dealing with sensitive business data, customer information, and critical workflows. A security breach in an automation platform can be catastrophic.

Your RFP should include these security-focused questions:

• What security certifications does your platform hold (SOC 2, ISO 27001, etc.)?
• How is data encrypted in transit and at rest?
• What is your approach to identity and access management?
• How do you handle role-based access controls?
• What audit logging capabilities do you provide?
• How do you ensure data residency requirements are met?
• What is your incident response process?
• How often do you conduct security audits and penetration testing?
• What compliance frameworks do you support (GDPR, HIPAA, SOX, etc.)?
• How do you handle data retention and deletion requests?
• What disaster recovery and business continuity measures do you have in place?

Don't accept vague answers here. Ask for specific documentation, certifications, and evidence. Security experts consistently rank vendor verification among the most overlooked steps in procurement.

Implementation and support

Even the best platform is useless if you can't implement it successfully or get help when things go wrong. This section of your RFP should dig into the practical realities of working with the vendor.

Key questions to include:

1. What does your typical implementation timeline look like?
2. What resources do you require from our team during implementation?
3. What training do you provide for administrators and end users?
4. What ongoing support options do you offer?
5. What are your support response times for different severity levels?
6. Do you provide a dedicated customer success manager?
7. What documentation and resources are available to users?
8. How do you handle feature requests and product roadmap input?
9. What is your approach to planned maintenance and downtime?

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How to evaluate RFP responses

Getting responses back is just the beginning. The real work is evaluating them fairly and making a decision you won't regret.

Here's a practical evaluation approach:

Create a scoring matrix

Use the evaluation criteria from the RFP template to objectively score each vendor. Don't just go with your gut. Document why you're giving each score.

Look beyond the checklist

Some vendors will check every box but still be the wrong fit. Pay attention to how they answer questions. Are they providing real details or marketing fluff? Do their case studies actually match your use case?

Check third-party reviews

Platforms like G2 provide unfiltered customer feedback. Look for patterns in reviews. If multiple customers mention poor support or difficult implementation, take that seriously, even if the vendor's RFP response looked great.

Conduct follow-up demos

Ask vendors to demonstrate specifically how they would handle your use cases. Don't accept generic demos. Make them show you how their platform would work with your actual systems and workflows.

Pro Tip: Ask vendors the same hard question in both the written RFP and the live demo. See if the answers match. Inconsistencies are red flags.

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What sets leading platforms apart

After evaluating dozens of AI automation platforms, certain characteristics consistently separate the leaders from the followers.

The best platforms don't just automate processes. They orchestrate entire workflows across multiple systems, teams, and use cases. They make complexity manageable instead of moving it around.

They also understand that automation isn't a set-it-and-forget-it proposition. Business needs change. Systems evolve. The best platforms make it easy to adapt without having to start from scratch.

Security and compliance aren't afterthoughts. They're baked into the architecture from day one. And vendors can prove it with certifications, not just promises.

Perhaps most importantly, great platforms come with great partners. Implementation support isn't just about technical handholding. It's about understanding your business and helping you achieve your goals.

This is where solutions like Moxo stand out.

Beyond checking the technical boxes, Moxo focuses on orchestrating client workflows that are both powerful and intuitive.

With strong ratings on G2 and a track record of successful implementations, Moxo exemplifies what happens when automation platforms prioritize real-world usability alongside enterprise capabilities.

As shared by a G2 reviewer, “Moxo was so helpful in assisting with the development of a private label platform for client management. Moxo is easy to use, and for over two years, I used this platform every day to manage my client flows.”

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Making your final decision

Once you've scored the RFPs, checked references, and sat through demos, you still need to make a decision. Here's how to think about it:

• Trust your evaluation process. You created the RFP criteria for a reason. The vendor who scores highest is probably your best choice, even if another vendor had a slicker demo.
• Think long-term. The cheapest option often isn't the best value. Consider total cost of ownership over three to five years, including implementation, training, and support.
• Start with a pilot. If possible, negotiate a pilot phase before full commitment. This lets you validate that the platform works as promised in your actual environment.
• Get executive buy-in. Make sure leadership understands and supports your choice. You'll need their backing when implementation gets tough.

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Ready to find your AI automation partner?

Use this RFP template to evaluate vendors objectively and find the solution that's right for your organization. And if you're looking for a platform that combines powerful automation with intuitive workflow orchestration, check out Moxo.

Moxo helps organizations automate and orchestrate complex client workflows across teams, systems, and use cases.

With enterprise-grade security, flexible integration options, and implementation support that actually understands your business, Moxo is built for organizations that need automation that works in the real world.

Schedule a demo with Moxo today.

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FAQs

How long should I give vendors to respond to an RFP?

Two to three weeks is standard for complex AI automation RFPs. This gives vendors time to provide thoughtful, detailed responses without dragging out your evaluation process. If you have urgent timelines, two weeks is acceptable, but communicate this clearly and be prepared for vendors to ask clarifying questions.

Should I share my budget in the RFP?

This is debatable, but generally yes. Sharing a budget range helps vendors propose solutions that actually fit your constraints. It saves everyone time and prevents you from falling in love with a solution you can't afford. Just make sure you've done market research to set a realistic range.

How many vendors should I include in my RFP process?

Three to five is the sweet spot. More than five becomes overwhelming and hard to evaluate fairly. Fewer than three comparison points doesn't give you enough to compare. Do preliminary research to narrow your list before sending the RFP.

What if a vendor doesn't answer all the questions?

A: This is actually helpful information. It might mean the vendor doesn't have that capability or isn't taking your RFP seriously. Either way, it's a warning sign. Follow up once to request complete responses; if they still don't provide them, score accordingly.

Can I modify this template for other types of software procurement?

Absolutely. The structure works for most B2B software purchases. Just adjust the technical requirements section to match your specific needs. The security, implementation, and support sections are fairly universal.

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