Get IT bids you can actually compare
A free Word template that turns a vague request into a clear scope, so the proposals you get back line up apples to apples instead of three different guesses.
A free, editable Managed IT RFP template for small and mid-sized businesses. Get clear, comparable bids on support, security, BCDR and on-site response.
What you'll get
A practical, ready-to-use resource you fill in with your own numbers and keep. No expiring trial, no strings.
What the Managed IT RFP Template does
Asking three IT providers for a quote sounds simple until the proposals land. One is a flat per-user price, one bundles half the security stack and charges for the rest, and one barely mentions backup. They are impossible to compare because nobody scoped the request the same way. That is not your fault. It is what happens when the ask is loose.
This template fixes the ask. You fill in your company background and the services you care about, send the same document to every provider, and get back proposals built on the same structure. Then you score them side by side and make a decision you can actually defend.
Spell out the scope
Managed IT, security, backup and disaster recovery, compliance and projects are already broken out, so a provider cannot quietly leave out the parts that cost real money.
Pin down response times
A built-in SLA section asks for response and resolution targets in writing, so after-hours coverage and ticket priority are not left to a sales conversation.
Ask about local and on-site
Direct questions about who answers the phone, where the techs are, and how on-site work happens in Alaska and Hawaii. Plus straight questions on offshore and AI use.
Score every bid the same way
A simple evaluation scorecard lets your team rate each provider on the same criteria, so the decision is based on fit and not on who had the slickest deck.
What is inside the template
- A company background and current-state section, with
[bracketed]fields you fill in - A scope-of-services request covering managed IT, security, backup and disaster recovery, compliance and one-off projects
- An SLA and response-time section that asks for targets in writing
- A security and certifications questionnaire
- A local-presence and on-site response requirement, plus questions on offshore and AI use
- Pricing model, contract term and references sections
- A one-page evaluation scorecard to rank each provider on the same criteria
An RFP is a conversation starter, not a contract
Not sure what to ask for yet?
If you are still deciding what good looks like, start with our guide on how to choose an MSP, which walks through the questions that actually separate providers. For the bigger picture on what managed IT covers, our managed IT services guide lays out the whole model.
How it works
Tell us where to send it
Fill in the short form. Just enough so we know who we're helping and can tailor any follow-up, only if you want it.
Check your inbox
We email your copy right away, and the download is yours to keep. No expiring trial, no login.
Put it to work
Use it on your own, or ask us for a second set of eyes. No pressure either way.
We do not sell your information
You get the file and an email copy for later. That is it. No third-party sharing, ever.
Real local humans built this
Vicinity is a genuinely local IT provider with people in Alaska and Hawaii. The questions reflect what actually matters when you hire one.
No sales theater
Use the template to vet anyone, including us. It is a working tool, not a brochure.