The Copy-Paste Trap: Most RFPs fail because they are copied from outdated templates that prioritize "feature lists" over "usability."
The "Killer Questions": Specific questions to include in your RFP that weed out clunky legacy software instantly.
The Reliability Focus: How to shift your requirements from "Maintenance Tracking" to "Production Reliability" (OEE).
Writing a Request for Proposal (RFP) for maintenance software is usually a miserable process.
To save time, Procurement Managers often download a generic template from the internet. They end up with a 50-page document asking questions that haven't been relevant since 2010, like "Does the system support Windows XP?" or "Can it be installed on-premise?"
Bad RFPs lead to Bad Software.
If you ask generic questions, you get generic answers. You end up buying a system that looks good on paper but is hated by the technicians who have to use it.
To buy a modern system like Fabrico, you need a modern RFP. You need to stop asking for features and start asking for outcomes.
Here is your guide to writing an RFP that filters out the "Shelfware" and finds the "Reliability Engines."
Most RFPs start with a list of 200 features. ("Must have work orders. Must have inventory.")
Every vendor on earth will check "Yes" to those boxes. It doesn't help you decide.
Instead, start your RFP with Business Objectives. Force the vendors to explain how they solve your specific pain.
Bad Requirement: "System must track downtime."
Good Requirement: "Describe how the system integrates with PLC data to automatically categorize downtime and calculate real-time OEE."
The #1 reason CMMS implementations fail is low user adoption. Yet, most RFPs barely mention User Experience (UX).
Include a section in your RFP dedicated to Mobile Usability.
Requirement: "Vendor must demonstrate a mobile workflow for a 'Technician' persona that requires fewer than 5 clicks to close a Work Order."
Requirement: "Vendor must support offline capabilities and native photo uploads."
If a vendor answers "No" or "We use a browser wrapper," disqualify them. You are protecting "Mike" (Maintenance Manager) from buying a tool his team will hate.
Use these specific questions to expose the difference between modern platforms and legacy bloatware.
Legacy vendors will say "Integrated" (meaning they rely on a 3rd party partner).
Fabrico answers "Native." Why does this matter? Because if OEE breaks in a 3rd party integration, the vendor blames the partner. If it's native, one support team fixes it.
Ask how the system handles short stops (micro-stops) that don't require a work order.
Legacy tools will force you to create a work order for every 30-second stop (creating data trash).
Modern tools (Fabrico) use logic to categorize these as "Operational Losses" without cluttering the maintenance log.
Legacy Answer: "We release a major version every 2 years." (This means you are stuck with bugs for 2 years).
Modern Answer: "We release updates weekly via the cloud." (SaaS).
"Paula" (Strategic Leader) needs to know this fits the IT stack.
API First: Don't ask "Do you integrate with SAP?" Ask "Is your API documentation public and REST-based?" This proves they are modern.
Security: Ask for SOC 2 Type II certification. This is the standard for 2026.
Legacy RFPs often ask for "Per Seat" pricing. This punishes you for growing.
Ask for a "Site License" or "Unlimited Requestor" model.
You want every machine operator to be able to submit a ticket. If the vendor charges you for every operator login, you will never achieve Total Productive Maintenance (TPM).
The goal of an RFP isn't to find the software with the most features. It is to find the software that fits your factory.
By focusing your RFP on Integration, Usability, and Reliability, you filter out the dinosaurs and find the agile tools.
Need a template?
Don't start from scratch. [Contact the Fabrico Team] and we can provide a technical requirements template to help you structure your evaluation.
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