Key takeaways
- Describe outcomes and scenarios, not a long list of features
- Separate must-haves from nice-to-haves before vendors respond
- Ask security, data and exit questions as seriously as functional ones
- Agree scoring weights before you read any response
Suggested RFP structure
| Section | What to include |
|---|---|
| Background | Institution size, programs, current systems and why you are changing |
| Objectives | The outcomes you expect, in measurable terms where possible |
| Scenarios | Realistic workflows vendors must demonstrate, such as an enquiry becoming an enrolled student |
| Requirements | Functional, integration, reporting, accessibility and language needs, marked must-have or desirable |
| Security and privacy | Access control, audit logs, encryption, hosting location, sub-processors, incident handling |
| Implementation and support | Approach, timeline, training, support hours and escalation |
| Commercials | Pricing model and all cost components over several years |
| Exit | How you get your data back, in what format and at what cost |
Questions vendors should answer in writing
- Which requirements are available today, and which are planned, with dates?
- Which roles and permissions are available, and can access be scoped by program or department?
- Where is data hosted, and which third parties process it?
- How is data exported at the end of the contract?
- Which integrations exist today, and which would be custom work?
Score consistently
Agree weights, for example for functionality, usability, security, implementation, cost and vendor viability, before responses arrive. Score scripted demonstrations of your scenarios rather than generic presentations, and involve the people who will use the system daily. For a starting list of requirements, use the academic management checklist and the cloud checklist.
Frequently asked questions
Is an RFP always necessary?
Not always. Smaller purchases may only need a requirements document and structured demonstrations. Public institutions often have procurement rules that require a formal process.
How long should an RFP be?
Long enough to describe your scenarios and must-haves clearly. Very long feature lists tend to produce “yes” answers that do not distinguish vendors.
Should we ask for planned features?
Yes, but ask vendors to state clearly what is available now and what is planned, and weigh planned features accordingly.