An actual example of a request for information used to gather preliminary details from potential vendors.
A Request for Information (RFI) is a formal business document used to gather detailed information from potential suppliers about their capabilities, solutions, and approaches. Unlike documents focused on pricing or specific requirements, an RFI helps organizations explore available options and understand market offerings before making specific procurement decisions.
In today's digital business environment, organizations are streamlining their information gathering processes through modern solutions. Arphie offers sophisticated tools that help businesses create and manage effective RFI processes while maintaining efficiency.
A manufacturing company might issue an RFI to explore automated production line solutions. The document would ask suppliers about their automation technology, implementation approach, success stories, and typical integration processes.
Example sections might include:
An IT department exploring cloud services might create an RFI seeking information about:
Let's explore a typical IT infrastructure RFI example:
Introduction Section:"Our organization seeks information about enterprise-level cloud storage solutions capable of handling 50TB of data with potential growth to 100TB within two years. We're particularly interested in understanding security measures, scalability options, and support services."
Company Background Questions:
Technical Capability Questions:
When crafting RFI questions, focus on gathering comprehensive information. Arphie provides tools to help organizations develop detailed, well-structured questions that elicit informative responses.
Experience-Related Questions:"Describe two similar implementations you've completed in our industry within the past three years. Include challenges encountered and how they were resolved."
Innovation Questions:"What emerging technologies or methodologies is your organization currently exploring that could benefit our project in the next 2-3 years?"
Support Questions:"Outline your support structure, including response times, escalation procedures, and available support channels."
A well-structured RFI should seek information about implementation methodologies. Here's an example section:
Project Management Approach:"Describe your typical project management methodology, including:
Include sections that help understand the supplier's commitment to quality:
Quality Assurance:"Detail your quality assurance processes, including:
Modern RFIs often include sections about future capabilities and innovation:
Research and Development:"Describe your organization's approach to innovation, including:
Include questions about how the supplier approaches client relationships:
Collaboration Model:"Outline your approach to client partnerships, including:
Remember that an effective RFI example should be tailored to your specific needs while maintaining a professional and thorough approach to information gathering. By following these examples and leveraging modern digital solutions, you can create RFIs that generate valuable insights for your organization's decision-making process.
The key to successful RFIs lies in asking the right questions in the right way, allowing suppliers to demonstrate their capabilities while providing you with the information needed to make informed decisions about your next steps in the procurement process.
Switching to Arphie usually takes less than a week — and your team won't lose any of your hard work from curating and maintaining your content library on your previous platform. The Arphie team will provide white-glove onboarding throughout the process of migration.
Arphie takes security extremely seriously. Arphie is SOC 2 Type 2 compliant, and employs a transparent and robust data protection program. Arphie also conducts third party penetration testing annually, which simulates a real-world cyberattack to ensure our systems and your data remain secure. All data is encrypted in transit and at rest. For enterprise customers, we also support single sign-on (SSO) through SAML 2.0. Within the platform, customers can also define different user roles with different permissions (e.g., read-only, or read-and-write). For more information, visit our Security page.
Customers switching from legacy RFP software typically see speed and workflow improvements of 60% or more, while customers with no prior RFP software typically see improvements of 80% or more.
Arphie enables customers achieve these efficiency gains by developing patent-pending, advanced AI agents to ensure that answers are as high-quality and transparent as possible. This means that Arphie's customers are getting best-in-class answer quality that can continually learn their preferences and writing style, while only drawing from company-approved information sources. Arphie's AI is also applied to content management streamlining as well, minimizing the time spent on manual Q&A updating and cleaning.
