Whether it’s a Request for Proposal, Request for Information, or a Request for Quote, the time-honored tradition of enterprises sending out multiple requests to multiple vendors and service providers may be more important today than every before given how competitive the markets for connectivity, cloud, security and applications have become.

These requests today need to match up with the new way services are being provided, on more virtualized infrastructure, and very often by consortiums (when data centers partner with communications service providers and security vendors to suggest a bundled approach).

As in all enterprise-level business and technology, while there are certainly proven methods, templates, and processes in place (the science side), getting the right level of information and positioning for positive outcomes in the negotiation and contracting phase is an artform.

Especially in the context of ongoing digital transformation of large enterprises – banks, hospitals, pharmaceutical companies, large retail chains, automotive companies, government agencies, educational institutions, and more – understanding how to present and RFX is as important as receiving, analyzing and scoring what comes back.

While all scenarios are different, after decades of preparing, analyzing and acting upon projects using RFX, the raazor team has learned a few things, which we’re sharing here.

Start with an RFI

Gather information and insight through this process – without having to commit to a selection or award a contract, IT teams find this extremely educational and enlightening. Often, large projects are shaped in very positive ways based on RFIs. Not only do they learn about the technologies, features, benefits and proven use cases, they also learn about the behavior of the companies participating. Are they friendly? Responsive? Smart? Do they ask the right questions? Are they people you’d want to do business with for years?

Move to an RFP

After the RFI, leverage what you’ve learned and commit to a super high quality much more detailed definition of requirements. Include your timeline – short and longer term – the problems you are hoping to solve – and the approaches you believe make the most sense for your organization. While you can remain flexible about certain aspects, the structure of the RFP should be designed to make it easier, not harder, for prospective providers to complete. They also should be designed for later analysis and an “even playing field” going in – while leaving room for creativity and innovation which demonstrates an ability to comprehend your company’s specific needs and come back with tailored solutions. Price should not be the only consideration, even if it the primary consideration. Quality, service, reporting, reputation and references should also factor in.

Complete the Process with the Request for Quote

An RFQ allows for specific pricing, delivery, contractual terms and other business agreements. After a quality RFI and RFP process, participants have a greater understanding of is required including detailed specifications and remedies. By this time, a short list makes the final detailed work and final negotiations more streamlined and puts more power into the hands of intelligent and deeply educated buyers.

RFQs can also be issued as follow-ons once MSAs are agreed.

Make Your Life Easier and Your Outcomes Better: Enlist Experts Who Have Been There and Done This Over and Over

raazor team members have been working in this area for decades and have a view across a wide range of projects, suppliers’ offerings, and importantly – industry trends. With a comprehensive library of templates and document management capabilities, we make the process smooth for all participants, and allow our customers – the buyers – to concentrate their time on the business strategies driving the need for new investment rather than getting bogged down in administrative details.

Contact us to learn more about the art and science of selecting and implementing services in the context of a positively competitive and continually evolving technology landscape.

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