When you’re a technology manager in charge of implementing a new technology in your organization, the first major step you’ll need to take is created a Technology RFP (Request for Proposal).
The Technology RFP will be sent to a number of installers, depending on what type of technology you want to install.
- If you need technology that includes audio, video, or collaboration – videoconferencing systems, digital signage, presentation technology, etc. – you’ll need an AV integrator.
- If you’re looking for surveillance, access control, and other campus safety technology, you’ll be reaching out to security installers.
- If your technology had to do with cybersecurity, the network, or communications, you’ll need a Managed Services Provider (MSP) or a VAR (value-added reseller) – two different types of IT providers.
Keep in mind as well that any AV or Security project that will be connected to the network will need to be managed by your IT department – if you’re already using an IT provider you’ll need to clue them in as well.
When writing a technology RFP, there is a ton of information you need to include to get the technology that you want. Everything from the number of employees you have to the physical space of your organization to the people that will be responsible for different pieces of the project – and more. A good technology RFP will give the installer all of the information they need to design a unique system specifically for your office. It stands to reason that your technology RFP must be intensive, highly informational, and explain everything that you want out of the system.
You don’t need to be a technology expert to write a technology RFP, but you do need to be an expert on what you’re looking for out of the technology. Crafting a suitable technology RFP can be the difference between getting the project done on time, or finding out at the end that your needs weren’t met as they weren’t clearly communicated. Then you’re going back and fixing things – which costs you more of your time and more of your company’s money, not to mention the embarrassment of falling behind your deadline for implementation.
So before you start writing your technology RFP, make sure you have an understanding of what you need to put into it. Take our quiz below and find out if you’re ready to start writing your technology RFP, or if you need to do a bit more research before getting started.
P.S. Whether you think you’re ready or not, check out our Technology Manager’s Guide to Creating a Technology RFP. This 30+ page document was crafted from interviews with working integrators, installers, MSPs, and VARs. It gives you the information you need to write a technology RFP for 19 different technology topics across AV, IT, and Security. Whatever your technology need, this guide will help you craft the perfect RFP so your needs are met by your installer partner. Click here to get the document!
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