How to Issue an RFP for IT Services/Products

Deciding to invest in an information technology (IT) service or product is one of the most stressful decisions you can make.

You have to evaluate data security and potential vendors’ implementation time frames and breadth of industry expertise.

(Learn how RFP360 can help you identify the perfect IT vendor.)

But don’t panic. There are some simple steps you can take to issue a request for proposal (RFP) that helps you identify a vendor who meets all your requirements.

3 steps to issue an RFP for IT services/products like a pro

Determine why you're issuing the RFP

Make sure you have a clear understanding of what you’re trying to accomplish by sending out an RFP. According to TechTarget, it’s likely one of three reasons:

You’re trying to get a better bid from your preferred provider.
It’s a company protocol.
You’re trying to get ideas so you can solve the problem in-house.

If that sounds like you, an RFP might not be your best way forward. If you’re just trying to get a better bid, go with a request for quotation (RFQ) instead.

RFPs are typically formal and time intensive. Only use this option when you’re open to vendors suggestion on how to solve your problem.

If you’re just looking to see what’s available but you’re not certain you want to make a purchase, consider sending a brief request for information (RFI).

If you do issue an RFP, keep it short. (Use multiple rounds, if necessary.) And ask the deal-breaker questions upfront, so you can quickly narrow down your options, saving both you and your vendors a whole lot of time.

Learn from those who have issued similar IT RFPs

Avoid reinventing the wheel when developing your RFP by first finding a good template and best practices.

Seeing how other organizations have handled similar RFPs gives you a great place to start, and can also expose holes in your own search criteria.

If you’re new to writing RFPs and you want a high-level overview, check out this podcast. You’ll get a breakdown of the basics and lessons learned the hard way from Procurement Expert Phil Ideson and former Vendor Selection Consultant and RFP360 Co-Founder and COO, Dave Hulsen.

We’ve listed the top tips specifically related to healthcare IT RFPs (though, they probably apply to most RFPs).

“Secure upper management buy-in and funding … funding for technology often goes beyond the initial purchase. Depending on the model, you may have annual subscription fees after the initial implementation and setup. Or there could be maintenance and upgrade fees you need to consider down the line. Knowing fee structures and cost components during the RFP process can be a jumping off point for setting budgets for an organization.” — 5 Keys to a Successful Healthcare IT RFP [Empasis added]

“Give yourself enough runway from start to finish for an ideal timeline. In my experience, tight timelines often are rarely followed and lead to extended deadlines. Build in time to answer vendor questions and to score the responses themselves. [Empasis added]

“These items are the most likely to delay the project and could put you in a bind. A good rule of thumb for the timeline is to estimate between six to seven months from releasing the RFP to finishing the contracting.” — 5 Keys to a Successful Healthcare IT RFP

“It is important to remember that the purpose of selecting a vendor and developing a solution is to provide the end users with technical capabilities that solve a business issue. The RFP should focus on these capability requirements.” — 4 Best Practices for a Successful Healthcare IT RFP Process [Empasis added]

Include the critical factors in your RFP

Once you’ve seen some examples of similar RFPs and gathered the product and/or service-specific criteria, you’re ready to write your RFP.

Remember to:

Clarify your organization’s storage standards for on-premise vs. cloud storage.
Identify your security requirements.
Read vendor case studies. (Do the testimonials demonstrate how they can solve your challenges?)
Research how vendors provide customer service. (Is it automated or only available during certain hours?)
Look at the vendor’s competitors (if it’s not clear, feel free to ask them directly).
Read their ratings on websites like Capterra.

Final thoughts and resources

Key takeaway: Make sure your RFP will actually achieve your objective. Consider that there might be a simpler, quicker way to find the information you need (RFQ, RFI, etc.). If you do go with an RFP, do your homework, look for tips and examples, and make sure you’ve included all the critical criteria.

Additional resources:

Still feeling overwhelmed?

Request a demonstration to learn how RFP360 can help you streamline the RFP process.

Ben Birnbaum

As a product manager, Ben is responsible for developing the strategy and execution plans that ensure RFP360 brings true value to users. He believes that the RFP process is fundamentally changing and organizations must adapt to see continued success in competitive markets.