When to RFP + When Not to RFP I.T. Services
Not every IT decision should go to RFP. Knowing when an RFP adds value and when it slows progress or increases risk helps executives, school leaders, and municipalities make smarter, faster technology decisions.
Why This Question Matters More Than Ever
Many organizations default to an RFP whenever technology is involved. It feels safe, compliant, and objective.
But in IT—especially managed services, cybersecurity, and network management—the wrong RFP can cost more time, money, and operational stability than it saves.
The real question isn’t “Should we issue an RFP?”
It’s “What problem are we trying to solve—and is an RFP the best tool for it?”
What an RFP Is Actually Good At
RFPs work best when the scope is:
Clearly defined
Relatively static
Comparable across vendors
In IT, that usually means commoditized or well-bounded work.
Good candidates for an RFP include:
Internet circuits or connectivity upgrades
Hardware refreshes with defined specs
One-time infrastructure projects
Construction or cabling tied to a fixed scope
In these cases, price, timelines, and compliance can be evaluated fairly across vendors.
Where RFPs Break Down in IT Services
Managed IT, cybersecurity, and network management are not static commodities.
They are ongoing relationships that depend on:
Trust and accountability
Proactive monitoring and response
Institutional knowledge of your environment
The ability to adapt as needs change
When these services are forced into a rigid RFP structure, organizations often end up selecting:
The lowest bidder, not the best fit
A proposal that looks good on paper but fails in practice
A vendor optimized for selling—not for long-term delivery
When You Should Consider an RFP for IT Services
There are times when an RFP is appropriate—even for managed services.
Consider an RFP if:
The current provider has clearly failed and trust is broken
Procurement rules require competitive bidding above a threshold
The scope is well-documented and outcomes are clearly defined
Multiple vendors can reasonably deliver the same service level
In these cases, an RFP can create transparency and reset expectations.
When an RFP May Actually Hurt You
An RFP may not be the best choice when:
You need flexibility as requirements evolve
The work involves ongoing advisory or strategic input
Speed, continuity, and institutional knowledge matter
You already have a trusted partner delivering value
In these situations, informal quotes, negotiated contracts, or pilot engagements often produce better results with less disruption.
The Hidden Costs of “RFP by Default”
Executives often underestimate the real cost of RFPs.
Beyond vendor pricing, RFPs consume:
Staff time to write, manage, and evaluate responses
Delays while critical issues wait for procurement cycles
Risk during transitions between vendors
Knowledge loss when incumbents are replaced unnecessarily
The cheapest proposal on paper can become the most expensive option operationally.
A Smarter Framework: Match the Tool to the Decision
Rather than asking “Do we need an RFP?”, consider these questions:
Is the scope fixed or evolving?
Are outcomes more important than line-item pricing?
Will success depend on partnership and accountability?
What is the cost of delay or disruption?
When the answers point toward flexibility and ownership, an RFP may not be the right tool.
How SNH Technologies Approaches Procurement
At SNH Technologies, we respect procurement processes—and we also respect outcomes.
We help organizations:
Determine whether an RFP is necessary or optional
Shape scopes so proposals are actually comparable
Avoid over-specifying solutions that limit innovation
Structure engagements that balance compliance with performance
In many cases, the smartest move is clarity—not paperwork.
What Strong IT Procurement Looks Like
The most successful organizations:
Use RFPs intentionally, not automatically
Focus on ownership and accountability, not just price
Choose partners who can grow and adapt with them
Preserve continuity wherever possible
This approach reduces risk while improving long-term results.
Final Takeaway
RFPs are a tool—not a strategy.
Used well, they create fairness and clarity. Used poorly, they slow progress and increase risk.
Knowing when to use an RFP—and when not to—is a leadership advantage.
Need Help Deciding?
At SNH Technologies, we work with businesses, schools, and municipalities to navigate IT procurement with confidence.
Whether you’re considering an RFP, evaluating an incumbent provider, or planning your next phase of IT services, we can help you choose the right path.
Make sure your next decision moves you forward—not backward.