All about creating an RFP

Writing an IT RFP is an art. Too vague? Vendors will propose completely different solutions, making comparisons a nightmare. Too detailed? You could inadvertently block better options. And what about hidden costs? Choosing an IT partner is a serious decision – and one worth getting right.

Here’s some practical advice on how to create an effective RFP, avoid common procurement pitfalls, and select a vendor that really delivers value.

IT tenders can drag on for months or even years – and yet they do not always end with the selection of the right supplier. Unclear requirements, overly general or overly detailed RFPs, and a lack of a consistent process for evaluating bids are just some of the reasons why decisions drag on. Additionally, vague selection criteria, multiple rounds of questions and ineffective communication can make the process chaotic and not lead to an optimal solution. What are the most common mistakes that slow down IT tenders and how to avoid them? Find out how to reduce the time it takes to select a supplier without losing the quality of the decision.

Signing a contract with an IT partner is like a long-term relationship – it is better to get to know each other well before you decide to work together. Choosing a supplier is not only a question of price or technology, but also of project approach, transparency and fit with your needs. Does the company have experience in similar projects? What cooperation models does it offer? How does it approach support and maintenance of the system after implementation?

Asking the right questions at the interview stage helps to avoid misunderstandings, reduce risks and ensure that the chosen partner is indeed a good fit for your company. Checklist of questions to ask before you make your decision.

Writing an RFP for a CMS? Great – but have you covered everything from user scenarios to integrations? Learn how to structure your RFP so you don’t end up with a system that doesn’t fit your organisation’s needs.

Choosing a CMS is a major decision, but the tender itself does not have to be an ordeal. Unclear requirements, poorly structured RFPs and a lack of supplier selection strategy are a simple recipe for a long, frustrating implementation. How to avoid this? How do you write a request for proposal that allows you to compare bids ‘apples to apples’ and find a solution that fits your needs? Check out ways to help you get through the process faster and without unnecessary complications.

Just because a system costs X at the outset does not mean that this is the only expense you will incur. In fact, IT costs are spread over many years and include not only implementation, but also maintenance, development and potential changes due to new business requirements. The Total Cost of Ownership (TCO) model helps to look at a project holistically – it takes into account the costs of licensing, integration, hosting, upgrades, as well as technical support and future expansion. How do you accurately calculate the full cost of ownership of an IT system and avoid financial surprises? Find out what to look out for before you sign a contract.

When creating a request for proposal (RFP) for a mobile application, it is easy to focus on technical requirements, timeline and budget. These are, of course, important aspects, but are they enough to select the right supplier and ensure the success of the project? In practice, it is the less obvious elements, such as the approach to iterative development, maintenance strategy or communication method, that can determine the quality of the collaboration and the final outcome.

Find out what additional considerations are worth including in an RFP to avoid misunderstandings, reduce risk and find a partner that will really deliver value to your business.

Traditional billing models in IT are based on hourly rates or fixed project budgets. But what if, instead of being paid for time spent working, you were only paid for results achieved? The performance-based model changes the approach to working with IT suppliers – remuneration depends on the achievement of specific business goals.

Sounds good, but will it work for every project? What are its advantages, risks and in which cases is it worth considering? Find out if this solution fits your organisation.