RFP spreadsheet template for evaluating legal intake and workflow software

About the RFP template

Your in-house legal team needs a front door solution to better manage and triage legal requests from business stakeholders. How do you go about finding the right software platform? Start the process with a well-structured Request for Proposal (RFP). It's a great way to get more information on prospective vendors and narrow down what's the best fit for your organization.

Use Streamline AI's RFP spreadsheet template for legal intake, triage, and workflow automation software to get started on tailoring a template for your organization's needs. Organize and evaluate the responses so you can pick the best vendor for the job.

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What are the benefits of an RFP process for legal teams?

For in-house legal teams, a Request for Proposal (RFP) process can feel like an overly complex and resource-intensive process just to purchase a piece of legal software. However, it’s the attention to detail in the RFP process that plays a pivotal role in ensuring that the tool meets the detailed nuances of legal and technical specifications. While challenging, the RFP process is an essential and valuable tool for in-house legal teams to evaluate legaltech solutions to ensure the right technology fit.

The RFP process has many benefits, including: 

• Structured Vendor Evaluation. The RFP process outlines a clear, uniform framework for assessing legaltech vendors. This means legal teams can compare options on an equal footing, leading to more informed and fair decisions.
• ‍Encourages Competitive Innovation. By outlining the specific needs of the legal and business teams and inviting various proposals, the RFP process drives vendors to offer competitive pricing and innovate, ensuring that businesses receive cutting-edge solutions.
• ‍Transparency and Accountability. With its requirement for detailed documentation, the RFP process shines in its ability to foster transparency. This clarity in communication minimizes risks and misunderstandings, paving the way for smoother collaborations.‍
• Optimized Solutions and Cost-Efficiency. Ultimately, the RFP process aids in pinpointing the most suitable legal software solution that aligns with specific legal and business needs while maintaining a keen eye on quality and cost-effectiveness.

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What does the RFP process look like?

While RFPs can vary, most follow these typical stages:

• Planning. Identify the goals, requirements, stakeholders, and evaluation team for the RFP. Develop selection criteria that align with legal needs.
• Development. Draft the RFP aligning with the goals defined during planning. Seek stakeholder input to finalize the RFP document.
• Distribution. Publish the RFP and disseminate it to prospective vendors. Be available to answer any clarifying questions.
• Evaluation. Assess all qualified RFP responses using the predetermined criteria. Narrow down to vendors for follow-up discussions.
• Selection. Conduct additional meetings or site visits with finalists if helpful. Compare findings and choose a vendor for contract negotiations.
• Negotiation. Develop an agreement addressing legal, security, and other critical facets before finalizing the engagement.
  

While the upfront effort in developing a robust RFP is significant, an RFP-based approach allows in-house legal departments to methodically determine the best vendor for any business need who can deliver maximum value while saving time.