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Enterprise search RFP template

A comprehensive evaluation framework for selecting an enterprise AI search vendor. Use this template to compare Glean, Microsoft Copilot, QueryNow Search, and other solutions objectively.

How to use this template

Copy the sections below into your RFP document. Customize the requirements to match your organization's specific needs. Send to each vendor being evaluated. Use the scoring framework at the bottom to compare responses objectively.

Company overview and requirements

Number of employees and primary locations

Current enterprise systems (SharePoint, Workday, ServiceNow, Salesforce, etc.)

Current search solution and its limitations

Primary use cases and search scenarios

Compliance requirements (HIPAA, SOC 2, FedRAMP, etc.)

Timeline expectations for deployment

Budget range and preferred pricing model

Search capabilities

AI-powered semantic search (vector + keyword hybrid)

Natural language query understanding

Direct answer generation (not just document links)

Personalized results by role, department, and location

Multi-language search support

Search analytics and query insights

Search result ranking and relevance tuning

Connector and integration requirements

List every system that must be searchable (SharePoint, Workday, ServiceNow, etc.)

API-based connector framework (can it connect to custom REST APIs?)

Indexing frequency and real-time sync capabilities

Content types supported (documents, records, tickets, knowledge articles)

Ability to add new connectors without platform rebuild

Cross-system search (results from multiple systems in one query)

Security and compliance

Security trimming (respects source system permissions)

Data location and residency guarantees

Encryption at rest and in transit standards

Authentication and SSO integration (Entra ID, Okta, etc.)

Audit logging and compliance reporting

Vendor certifications (SOC 2, HIPAA BAA, ISO 27001, FedRAMP)

Data processing agreements and privacy controls

Penetration testing and security assessment results

Deployment and architecture

Deployment model: SaaS vs. self-hosted vs. tenant-deployed

If SaaS: where is data stored? What cloud provider?

If self-hosted: what infrastructure is required?

Deployment timeline from contract signing to production

Infrastructure as Code (IaC) for reproducible deployments

High availability and disaster recovery architecture

Scalability plan for growing user base and data volume

Task completion and AI agents

Action-oriented agents (can the system complete tasks, not just find information?)

Supported workflows (expense submission, password reset, ticket creation, etc.)

Custom workflow creation capabilities

Generative UI (dynamic interfaces that adapt to query type)

Approval workflows and task routing

Pricing and total cost of ownership

Pricing model (per-user/month, flat fee, one-time, consumption-based)

Minimum user/seat commitments

Contract length requirements

What is included vs. additional cost (connectors, support, training)

3-year total cost of ownership for your employee count

Ongoing infrastructure or platform costs

Annual support and maintenance pricing

Price increase caps or guarantees

Vendor evaluation criteria

Customer references in your industry

Proof of concept or pilot program availability

Implementation team experience and certifications

Post-deployment support model and SLAs

Product roadmap and feature development cadence

Financial stability and funding status

Data portability (can you leave without losing data?)

Source code access or escrow arrangements

Weighted scoring framework

Evaluation category	Weight
Search quality and AI capabilities	25%
Connector breadth and integration depth	20%
Security, compliance, and data sovereignty	20%
Total cost of ownership (3-year)	15%
Deployment model and timeline	10%
Vendor experience and references	10%

Scoring tip: Rate each vendor 1-5 in each category. Multiply by the weight. The vendor with the highest total weighted score is your best fit. Focus heavily on security/compliance and TCO for regulated industries.

Include QueryNow in your evaluation

Send us your RFP and we'll provide a comprehensive response within 5 business days, including a detailed technical architecture, pricing proposal, and customer references.

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