Why You Should Not Use an RFP to Select Your Computer Outsourcing Provider

Last February, I met with an Indianapolis area Not For Profit organization to discuss their computer network services needs. The organization was typical of many small nonprofits in that their computer network had been designed by one volunteer, built by a procession of other volunteers, and supported by no one really. They had reached a point where they realized the process of Information Technology management they were using was inadequate and wanted to discuss hiring professional computer network consultants.

Port-to-Port Consulting has a history of working with Not For Profits, and we usually try to provide a little extra when we work with them so I spent time with the staff and helped them develop a stopgap plan that would hold until they could develop a budget and plan for IT support services. Our conversations continued, on and off, for the rest of the year.

How surprising it was for me to receive an RFP for Computer Outsourcing Services from this very same agency a week or so ago. Small organizations should not use the RFP process for choosing an IT services provider.

They can't write one that will allow them to distinguish the differences between prospective bidders.
Most competent computer tech support providers will not go to the effort to respond for a small amount of work.
The relationship between the organization and the network services provider is far more important than most other elements, assuming all offerors are moderately competent.

There, I said it. If you're a small business looking for computer network consulting you need to face up to the fact that you don't need the smartest guy in the industry. Your network is actually pretty simple. In fact, its simplicity is what allows so many nearly-incompetent people to compete with good IT outsourcing companies. They only have to make it appear that your network is working and you'll never know the difference -- at least not for a long time.

Now I'm not suggesting that you shouldn't do your homework. Talk to several providers and their current clients. Make sure you feel a connection with the company. Evaluate the fit between your culture and theirs. But don't write an RFP. The same volunteers who created your scary network are going to evaluate the responses. If they were as good as that, you wouldn't be looking for better help.

Pick your guy and then negotiate an agreement, or ask everyone you liked to provide a proposal.