Key Takeaways
- Detailed RFP ensures clarity, risk reduction, and better alignment with Managed IT Services providers.
- 60% of outsourcing failures originate from poor or unclear RFP structures.
- Define business goals, KPIs, and compliance expectations before releasing an RFP.
- Fortray supports RFP creation, vendor evaluation, and managed service onboarding across UK industries.
- Well-designed RFP save time, reduce costs, and ensure long-term IT partnership success.
Introduction
In today’s competitive business environment, outsourcing IT services has become a strategic move rather than just a cost-saving exercise. However, the success of your outsourcing partnership depends on one crucial document, the Request for Proposal (RFP).
Do You Know? Nearly 60% of failed IT outsourcing projects are caused by poorly structured RFPs or misaligned expectations. A well-structured RFP acts as the bridge between your business needs and a service provider’s capabilities. It defines your goals, scope, and expectations while helping you identify the right Managed IT Services Provider (MSP) for your organisation.
This guide will walk you through the process of writing a comprehensive RFP for outsourcing IT services, including key components, common mistakes, and best practices!
What is a Request for Proposal (RFP)?
Request for Proposal (RFP) is a formal document issued by an organisation, public or private, that outlines a planned project and solicits bids from qualified vendors to deliver the services or solutions required. It serves as both a communication and evaluation tool, enabling companies to compare potential service providers based on their expertise, pricing, methodology, and value.
This document typically includes project objectives, detailed specifications, evaluation criteria, and submission guidelines. It helps businesses maintain transparency and consistency during procurement, especially when outsourcing critical functions like IT services, cybersecurity, or cloud management.
In essence, an RFP is the cornerstone of a structured vendor selection process. It ensures that every stakeholder, from procurement and IT to finance, has a clear understanding of the project’s technical, operational, and financial aspects.
Recommended Reading: SLA Secrets: What to Ask Before Signing an MSP Contract?
Why the RFP Process Matters for IT Outsourcing?
RFPs Drive Clarity and Reduce Risk
The detailed RFP ensures transparency between the client and vendor. It sets clear expectations for performance, timelines, and responsibilities, reducing misunderstandings and contractual disputes later. For instance, specifying SLAs (Service Level Agreements) like 99.9% uptime or 24/7 monitoring ensures measurable accountability from your provider.
Aligning Business Goals with IT Capabilities
RFP helps you find a partner who can support your long-term business goals, not just fix immediate technical issues. If you’re migrating to a hybrid cloud, improving data security, or digitising operations, your vendor must align their expertise with your strategy.
Managed IT Services London team at Fortray delivers customized outsourcing solutions that combine IT support, cloud management, and digital transformation; enabling clients to focus on innovation, instead of maintenance.
Key Components of a Comprehensive IT Services RFP
1. Executive Summary
Begin your RFP with a brief overview of your organisation and project objectives. Describe your pain points and what you hope to achieve — such as reducing downtime, modernising infrastructure, or enhancing cybersecurity.
Example: “Our company seeks a Managed IT Services partner to deliver 24/7 network monitoring, proactive maintenance, and compliance support for a hybrid workforce.”
2. Scope of Work (SOW)
Define the specific IT services you want to outsource. This section should clearly outline tasks, deliverables, and desired outcomes, such as:
- Managed IT Support & Helpdesk Services
- IT Consultancy and Strategy Development
- Cloud Migration and Microsoft 365 Management
- Cybersecurity and SOC-as-a-Service
- Data Backup and Business Continuity
Including measurable deliverables (e.g., response within 15 minutes, 99.9% uptime guarantee) ensures clarity and reduces misinterpretation.
3. Technical Requirements
Be precise about your current IT environment, including the type of infrastructure, the number of endpoints, the operating systems, and any integration requirements. It is better to mention necessary compliance frameworks such as ISO 9001, ISO 27001, GDPR, or Cyber Essentials Plus.
4. Budget and Cost Structure
Provide a budget range or request transparent, itemised pricing that includes:
- Setup and migration costs
- Licensing or subscription fees
- Ongoing management and support
- Optional services (disaster recovery, backup, compliance audits)
Fortray advises clients to evaluate vendors not only on price but on value, service maturity, and scalability. Transparent costing builds trust and eliminates hidden surprises.
5. Evaluation Criteria
Define how proposals will be scored. The suggested metrics include:
- Relevant experience and client success stories
- Response times and SLA commitments
- Technical certifications (e.g., Microsoft Gold Partner, ISO 27001, ITIL)
- Data protection and security measures
- Local presence and support availability
By weighting each factor (e.g., 30% experience, 25% SLA, 20% security), your team can make data-driven decisions during the evaluation process.
6. Timeline and Deliverables
The well-planned RFP process typically spans 4–6 weeks:
- Issue RFP (Week 1)
- Vendor Q&A (Week 2)
- Proposal Submission (Week 3–4)
- Evaluation and Shortlisting (Week 5)
- Final Demos & Selection (Week 6)
Define clear submission deadlines and expected implementation milestones for transparency and vendor accountability.
7. Terms, Legal & Compliance
Include terms such as:
- Non-disclosure and confidentiality agreements
- Data ownership and security obligations
- Termination clauses
- Compliance with UK Data Protection Act 2018
The legally sound RFP ensures that your business remains compliant and protected, especially when dealing with sensitive data or regulated sectors like healthcare or finance.
Recommended Reading: Leveraging IT Consultancy to Future-Proof Your UK Business for the Next 5 Years
Common Mistakes to Avoid When Writing an IT Services RFP
1. Overloading with Technical Jargon
It is better to avoid overwhelming vendors with unnecessary detail. Focus on business outcomes, not lengthy system specs. Let providers recommend the best technical solution for your goals.
2. Ignoring Post-Implementation Support
Your RFP should extend beyond delivery to include ongoing support and maintenance. Specify escalation paths, SLA reviews, and renewal terms for managed services.
3. Vague or Unmeasurable KPIs
Ambiguous phrases like “reliable service” are open to interpretation. Instead, use quantifiable metrics such as incident response times or mean time to repair (MTTR).
4. Choosing Based on Price Alone
40% of organisations that switch MSPs do so because of poor service quality, not cost overruns. Low bids can lead to hidden costs, missed SLAs, or subpar performance. Always prioritise reliability and alignment over pricing alone.
How Fortray Helps Businesses Simplify the RFP and Vendor Selection Process?
End-to-End RFP Support
Fortray assists clients in drafting, refining, and evaluating RFPs for Managed IT Services, cybersecurity, and cloud migration projects. Our experts help define technical requirements, set measurable KPIs, and shortlist vendors to ensure your outsourcing decision is informed and future-proof.
Transparent & Scalable Managed IT Services
Fortray combines 24/7 monitoring, automation, and strategic consulting. If you need proactive infrastructure management or enterprise-grade support, our UK-based team ensures efficiency and compliance without hidden costs.
Use Case Example: One manufacturing group in Birmingham issued an RFP for IT outsourcing but lacked internal expertise to evaluate proposals. Fortray developed a vendor scoring model and assisted in negotiations, cutting vendor selection time by 35% and saving £60,000 annually in maintenance costs.
Secure Your Digital Future with Expert IT Solutions
Not sure what you’re looking for?
Compliance-Ready Partnership
Fortray ensures your RFP and resulting contract meet GDPR, ISO 27001, and Cyber Essentials requirements. We specialise in designing IT service agreements that uphold data sovereignty and align with UK industry standards.
Step-by-Step Guide to Writing Your IT Services RFP
- Identify Business Objectives — Define why you are outsourcing (cost, focus, innovation).
- Engage Stakeholders — Include IT, Finance, and Operations in the RFP drafting process.
- Define Scope of Services — Clarify which managed services are in scope (e.g., cloud, security, support).
- Set Evaluation Metrics — Determine how proposals will be compared (SLA, price, innovation).
- Request Vendor References — Ask for real client testimonials and case studies.
- Review and Score Proposals — Use a standardised matrix to compare vendor performance.
- Shortlist and Conduct Demos — Observe practical demonstrations before final selection.
Conclusion
A well-crafted Request for Proposal is the foundation of a successful IT outsourcing partnership. It ensures clarity, accountability, and long-term value, transforming procurement into a strategic advantage rather than a routine exercise.
Fortray, a London-based MSP, helps businesses streamline RFP creation, evaluate vendors objectively, and establish partnerships that deliver measurable results!
Talk to our IT Consultancy Team Today and discover how Fortray can help you build a resilient, future-ready hybrid cloud ecosystem.
Frequently Asked Questions (FAQs)
Request for Proposal (RFP) is a formal document that outlines project requirements, enabling vendors to propose tailored IT outsourcing solutions
RFP process typically takes 4–6 weeks, depending on scope, vendor engagement, and internal review cycles.
Clarity, measurable KPIs, transparent evaluation criteria, and alignment with business outcomes all contribute to a strong RFP.
Fortray supports end-to-end RFP creation, vendor analysis, and contract finalisation for Managed IT Services and digital transformation projects.
RFPs provide structure and transparency, ensuring you choose an MSP that meets compliance, scalability, and support standards across the United Kingdom.
