AI RFP / Tender Template
Free UK download. Production-ready ai rfp / tender template in Word (.docx) + Excel scoring sheet, drafted in plain English against UK GDPR and ICO guidance.18 pages, editable sections clearly marked. Enter your email below — the full pack is sent within minutes.
A comprehensive RFP template for procuring AI products and services in the UK. Structured questions covering capability, data handling, security, pricing, support and exit — designed to compare vendors on a like-for-like basis.
What's Included
Inside this template
- Project context and commercial objectives
- Functional and non-functional requirements
- Technical architecture questions
- Data protection and UK GDPR questions
- Security, audit and certification requirements
- Pricing breakdown and total cost of ownership
- Implementation, support and SLA expectations
- Exit, portability and termination terms
- Scoring matrix and evaluation guidance
About This Template
Why it matters for organisations
AI procurement is one of the hardest commercial disciplines in any UK organisation. Vendors make overlapping claims; pricing models vary wildly; and the real cost of ownership only becomes clear 12–18 months after go-live. Without a structured RFP, teams compare apples to oranges and discover too late that critical requirements were never addressed.
This template provides a rigorous, 18-page RFP structure specifically for AI purchases. It asks the questions that matter — about training data sources, model provenance, hallucination rates, data residency, UK GDPR compliance, audit rights and exit portability — alongside the standard functional, security and commercial sections. The goal is to surface the information you need to make a defensible procurement decision.
Included alongside the document is a ready-to-edit Excel scoring sheet that weights answers across capability, risk, cost and strategic fit, so the shortlist discussion is grounded in evidence rather than polished sales decks. The template is drafted in plain English and references UK-specific considerations including UK GDPR, the Data Protection Act 2018, the Public Contracts Regulations 2015 (for public-sector buyers) and ICO AI guidance.
Use Cases
Where this template fits
Procuring AI customer support platforms
Selecting an LLM vendor or cloud AI provider
Evaluating AI workflow automation suppliers
Choosing an AI analytics or forecasting partner
Running public-sector AI tenders under UK procurement rules
Who It's For
Target audience
Procurement leads, CTOs, operations directors and programme managers running AI supplier selection in UK organisations.
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