We often need IT work done fast.
It feels safe to follow a colleague’s recommendation for someone who can do it, or look at online reviews.
You might have a reassuring call with a vendor. They might offer you a great discount available for a limited time. Sounds great.
So why make it more complicated and use a Request for Quotation (RFQ) to get more quotes?
- If you're investing in a complex solution or partnership that could last years, making the wrong choice could cost a lot.
- You can simplify the process with clear, pre-agreed requirements.
- They give you reliable comparisons with fewer misunderstandings. They help you stay focused on what is important to your organization.
If you just need some advice on what's possible, you could use a broader Request for Information (RFI) instead. That is a problem statement that you want responses to solve.
This request for quotation (RFQ) template helps to help articulate your IT requirements to potential vendors. They then use it to give you a detailed quote that can meet your needs.
Download the template here - just click Download in the top left to download your own copy.
Edit any items in italics with your own information.
The template won't cover every scenario. But it should prompt questions to help list your requirements and avoid some common omissions.
Once you have completed your RFQ, have an initial conversation with a shortlist of vendors to check that the RFQ is a good fit for their organisation. You can then shorten the list, and send the RFQ to the shortened list.
If you have complex needs, you can write a basic brief and get detailed responses in the proposals to compare. You could then hold workshops with each shortlisted vendor where they could work with you on more detailed requirements.
Use, remove, add or change whichever elements you feel necessary. And of course, reach out to Digital Candle if you need more help!