Getting better RFP outcomes: Practical guidance for UK awarding bodies

RFPs are a vital step in procuring digital assessment solutions, but the process can unintentionally limit innovation. This article explores practical ways to design RFPs that enable awarding organisations to uncover the best-fit partners, support evolving needs, and future-proof their assessment strategies.

Digital assessment is evolving rapidly, but is your RFP process keeping up?

For awarding organisations, the way you structure your RFP can make a significant difference in the quality of responses you receive. Overly rigid formats, lack of context, or limited dialogue often prevent suppliers from offering their best solutions. With the right changes, your RFP can do more than filter bids, it can open the door to innovation.

Be clear on what matters most

Start by making your goals and challenges clear. Sharing your operational objectives, known pain points, and future vision allows suppliers to tailor their proposals beyond the basics. This leads to more thoughtful, relevant responses that support long-term strategy.

Be transparent about evaluation. Criteria like security, usability, and support should be clearly weighted. When vendors understand your priorities, you get clearer, more focused proposals.

Structure for flexibility as well as compliance

Encouraging open communication, before and after submission, can uncover better solutions. Allow suppliers to ask questions, suggest alternatives, or present demos. This not only builds trust but reveals what’s possible.

The most effective RFPs strike a balance between structure and flexibility. Define what’s mandatory, but give space for value-added ideas. A two-part format that includes compliance and capability can help you assess both essentials and differentiators side by side.

Make time to get it right

Finally, plan timelines with care. A rushed RFP often results in weaker bids. Build in time for vendor questions and clarifications. A few extra days can lead to far better outcomes.

An effective RFP process can do more than manage procurement, it can help shape the future and long-term success of your assessment programmes.

Explore these ideas in more in detail in our guide for UK awarding organisations