How to Write an IT RFP That Gets Better Responses

A well-written IT RFP doesn’t just help vendors submit better proposals. It helps your organisation make a better decision.

If you’re preparing to replace your IT provider or outsource your technology support, these five tips can dramatically improve the quality of the responses you receive.

1. Start with business goals

Rather than listing technical requirements, begin by explaining your organisation.

• What challenges are you trying to solve?
• What does success look like?
• What are your growth plans?

This gives providers the context they need to recommend the right solution.

2. Understand your current environment

Many organisations don’t have accurate documentation of their existing systems, applications, vendors or security controls. If this information isn’t available, consider completing an IT assessment before issuing an RFP.

The better vendors understand your environment, the more accurate their proposals will be.

3. Standardise the response format

Ask every provider to respond using the same headings. This makes it much easier to compare services, pricing, assumptions and inclusions.

Without a common structure, every proposal looks different, making comparisons far more difficult.

4. Leave room for innovation

Avoid prescribing every technical detail. Instead of telling providers exactly how to solve the problem, explain the outcome you’re trying to achieve.

Experienced MSPs may recommend a better, more secure or more efficient approach than the one originally considered.

5. Meet the people

An RFP can tell you what a company does. It can’t tell you what they’re like to work with. Before making a final decision, meet the leadership team, the account manager and, where possible, some of the technical staff.

Culture, communication and trust are just as important as technology.

The goal isn’t simply to compare providers

A good IT RFP should help you identify the provider that’s best suited to your business, not simply the one with the lowest price.

The more clearly you communicate your goals, challenges and expectations, the more valuable the responses will be.

If you’re looking for a Managed IT partner that takes the time to understand your business, your challenges and what you actually need from technology, TechPath can help. Talk to our team today.