Creating telecoms RFPs can be a time-consuming, monotonous and often unsuccessful process. By following a few best practices this can easily be resolved.
A well-crafted requests for proposal (RFP) is crucial for securing the best deals and services when procuring telecommunications solutions. For IT leaders, optimising this process is key to ensuring their company gets the right technology at the right price, while also building a foundation for a strong long-term partnership with a telecom provider.
By following the simple steps we outline, you can move from a reactive, time-consuming procurement process to a proactive, strategic one that delivers significant value to your business.
1. Align your RFP to Business Goals
Before you even think about writing a telecoms RFP, you need to know exactly what you want to achieve. Don’t just list technical specifications; define your business goals.
Are you aiming to reduce costs, improve network reliability, support a new remote work policy, or enhance cybersecurity? A great telecoms RFP begins with a clear, strategic vision that aligns with your company’s overall objectives.
- Define Your Current State & Future Needs: Document your existing infrastructure, including all circuits, locations, and services. Then, project your future needs for the next 3-5 years. Consider growth in data usage, new office locations, or potential acquisitions.
- Involve Key Stakeholders: Get input from different departments. Your finance team can provide budget constraints, HR can offer insights into remote work needs, and your operations team can highlight specific connectivity challenges. A holistic view ensures the solution meets everyone’s requirements.
2. Write a Detailed But Flexible RFP
A good telecoms RFP strikes a balance between being specific enough to get comparable bids and being flexible enough to allow providers to propose innovative solutions.
- Be Specific About Requirements: Clearly outline your technical requirements, such as bandwidth needs, uptime Service Level Agreements (SLAs), and security protocols. For example, instead of saying “we need good internet,” specify “we require a minimum of 1 Gbps symmetric fibre optic internet with a guaranteed 99.99% uptime SLA.”
- Ask for Innovative Solutions: Leave room for vendors to impress you. Include a section asking for alternative solutions or technologies that you may not have considered. This could be anything from Software-Defined Wide Area Network (SD-WAN) to fixed wireless access.
- Standardise the Response Format: Make it easy for vendors to respond and for you to compare their bids. Request that they use a specific template for their proposal, including sections for pricing, technical specifications, and a summary of their proposed solution.
3. Identify Your RFP Evaluation Criteria
While cost is a significant factor, it shouldn’t be the only one. A provider that offers a slightly higher price but superior service, support, and technology might save you money in the long run.
- Evaluate Technical Capabilities: Assess the vendor’s network quality, redundancy, and ability to scale with your business. Ask for details on their network architecture and their plans for future upgrades.
- Scrutinise Support and Account Management: How will they handle issues? What are their support hours? Who will be your dedicated account manager? A great relationship with your provider’s support team can make or break your experience.
- Check References: Talk to other IT leaders who have used the provider. Ask them about their experience with the sales process, implementation, and ongoing support.
4. Create a Simple RFP Evaluation Process
The easier it is to compare bids, the faster you can make a decision and start implementation.
- Use a Scoring Matrix: Create a weighted scoring matrix to objectively evaluate each proposal. Assign points to different criteria like cost, technical capabilities, support, and past performance. This helps to remove bias and ensures a fair evaluation.
- Schedule Vendor Demos: Invite your top 2-3 vendors to present their proposals. This allows you to ask follow-up questions, see their team’s expertise, and get a better feel for their company culture.
- Negotiate Wisely: Once you have a preferred vendor, negotiate the final terms. Don’t just focus on the price; negotiate on SLAs, implementation timelines, and contract flexibility.
Need Help with Telecoms RFPs?
Red Rose Technologies takes a completely different approach to phone system tenders. They believe that the tender process should be engaging, insightful, and focused on building a consultative relationship between the vendor and the client.
It all starts right from the beginning, with us asking the right questions to understand what metrics the clients are planning to change with a new phone system. We conduct user interviews, perform cost analysis, and dive deep into understanding each client’s specific requirements.
While we are committed to delivering outcomes and staying within budgets, our ultimate goal is to enable clients to research the cultural fit between vendors and themselves.
If a client desires energy and a fresh approach, we encourage them to get in touch to discuss their project. By focusing on outcomes and cultural fit, we aim to create a win-win situation for both the client and the vendor.