What Your Next RFP Should Include (But Probably Doesn’t)
When preparing an RFP, organizations often default to a checklist of technical specifications and basic requirements. While these are important, they tend to miss out on a more holistic view of the project. If your RFP doesn’t go beyond the basics, you might overlook solutions that could provide greater value. Don’t miss out on solutions that truly align with your unique goals.
To help you build a smarter scope and recognize the right partner early, it’s important to approach your RFP with a broader perspective. By integrating more thoughtful and strategic elements, you ensure that your organization not only addresses immediate needs but also future-proofs its investments. Here’s what your next RFP should include to maximize its potential.
1. Context Over Specifications
While it’s easy to get caught up in the details of technical specifications, it’s just as crucial to provide context. Share the challenges your organization faces and your high-level goals. For example, if you’re looking for a solution to enhance asset management, explain the current pain points and what you aim to achieve with a new system. This will allow potential vendors to offer more relevant and impactful solutions that truly align with your needs.
2. Focus on Outcomes, Not Just Features
It’s common to list the features you want, but this can be a limiting approach. Instead, frame your RFP around the outcomes you expect: How will this solution improve efficiency, reduce costs, or enhance asset performance? By focusing on the impact of the solution, you’ll be able to identify options that bring measurable value to your organization. Additionally, be open to recommendations on different ways to achieve your desired outcomes. The vendors responding to your RFP may have experience solving your problem in a completely different way.
3. Implementation Roadmap
A great solution is only effective if it’s implemented well. Include a section in your RFP asking for a detailed implementation plan, complete with timelines, milestones, and potential risks. This helps you gauge how well the vendor understands your needs and their ability to deliver within your desired timeframe. It also ensures you’re not left in the dark about the process.
4. Collaboration Opportunities
Don’t just ask for solutions. Ask how the vendor plans to collaborate with your team. Include questions about past partnerships, examples of working with similar organizations, and how they intend to work with you to achieve your goals. This shows you’re looking for a partner, not just a vendor, and that you value the expertise they bring to the table.
5. Scalability for Future Needs
As your business grows, your solutions should grow with it. Ensure your RFP asks how the vendor’s solution will scale to meet future demands. Whether you’re expanding to new locations, increasing your data needs, or requiring more integration with other systems, it’s crucial to understand how easily the solution can adapt to evolving requirements.
6. Real-World Proof of Success
Features and promises are one thing, but real-world results speak louder. Ask for case studies or examples of how the vendor’s solution has delivered success in similar industries or use cases. This provides you with tangible evidence that they can deliver on their promises, helping you feel more confident in your decision-making.
7. A Partnership Mindset
Great solutions don’t just come from technology—they come from great partnerships. Look for vendors who view their role as a partner in your success. Ask how they’ll support your long-term goals and how they plan to contribute beyond just delivering the solution. This mindset is key to building a lasting, productive relationship.
Getting the Most Value from Your RFP
At VIATechnik, we understand the importance of smart, strategic decision-making when selecting the right solutions for your organization. Our team has expertise that spans a wide variety of industries and we’ve worked on countless RFPs so you can trust that we’ve seen the good, the bad, and the ugly. By including these elements in your next RFP, you’ll ensure that you’re getting the most value from your project from day one. It’s not just about ticking boxes or finding the lowest cost option. It’s about choosing the right partner who understands your unique challenges and can provide a tailored solution to address them.
Ready to move beyond the basics and start building a smarter, more impactful RFP?
We’re here to guide you through the process.
