Network RFPs: The Definitive Guide to Response for Proposals in the Telecom Industry

Are you gearing up to transform your IT infrastructure but feel stuck at the daunting task of writing a perfect Network Request for Proposal (RFP)? You're not alone! Crafting an RFP can be intimidating for any company, especially for those who are new or lack experience in procurement and project management, but it doesn't have to be overwhelming. 

As you probably have learned, there are many factors to consider. Defining your scope of work, assessing existing infrastructure, and setting a budget can feel daunting. However, an experienced third-party can help you create a network RFP that aligns to your company’s needs in a cost-effective way and avoids overburdening your staff. If you want to find out more about this process and how working with a professional can help, keep reading as we break down what to expect from start to finish.

What is a network RFP?

A network request for proposal (RFP) is a formal document sent to solicit bids from different network service providers. The document explains a company’s network requirements and invites vendors to submit proposals. Network service providers then write proposals outlining their solutions, pricing, and contract terms. Companies review these proposals and select a vendor or vendors that best meet their information technology needs.  

Now that we’ve gone over what a network RFP is and how it can help your business, let’s explore each step of the process in greater detail. 

1. Request billing and inventory records

Before the formal network RFP process can begin, you first need a deep understanding of your billing and inventory needs. 

An experienced RFP writer will work with you to analyze current expenditures and future IT infrastructure requirements – two things critical to developing an accurate RFP. Usually, this will involve the writer sending a “Letter of Agency,” sometimes also called a “Letter of Authorization,” to network service providers to gain inventory and billing information. It is not uncommon for RFP writers to spot errors or redundancies during this process. This means you will not only be gaining deeper insight into your IT suite but potentially sizable cost-savings as well! Talk about a win-win!

2. Host a strategy call

After your IT expenditures and inventory start coming into view, you and your RFP writer will likely sit down for an in-depth conversation. During this strategy call, you will work together to further flesh out any relevant details and make a roadmap for the future. These strategy calls are invaluable for defining the parameters of your eventual network RFP documents in addition to the design of your final IT environment. While the exact make-up may vary, topics typically discussed include: 

• Your company’s current IT issues and future goals
• Your current IT infrastructure needs
• Network service provider considerations

3. Create a vendor profile

Following your strategy call, your writer will help you create a vendor profile describing your ideal vendor based on current and future IT needs. Your average vendor profile will describe: 

• Their services and solutions makeup
• Service diversity capabilities
• Required implementation support
• Service target pricing 
• Service geography

Vendor profiles are a great way for you to understand your needs on an even deeper level and to think critically about the type of partnership you want with a service provider. For example, you may want to include global tier 1 carriers for multiprotocol label switching (MPLS) or software-defined wide area network (SD-WAN) portions of the RFP but then include domestic carriers for the dedicated internet access (DIA) components. Alternatively, you may want an aggregator who sources DIA services globally but who will keep your in-region wide area network (WAN) network with a current provider. 

In either case, having a fleshed-out vendor profile in place ahead of time can help you think through these nuances and ensure you get your IT needs met. 

4. Build out a vendor list

The next step is to compile a short list of vendors, typically between 3-5 companies. Work with your writer to align your list as closely as possible with the ideal vendor profile you’ve already created together.

Remember, do not include any vendors unless they are equipped to oversee both your current AND your future needs. It is the best way to ensure both long-term savings and efficiency. 

5. Start writing your RFP 

Now comes the time to start creating your official network RFP documents. Your writer will consult with you to analyze the following: 

• Current network capabilities
• How many users access the network
• How many buildings or locations the network handles
• Description of your typical user profiles 
• Any systems or applications that rely on your network for service
• The level of security required for your industry and size of your network
• Storage, speed, and scalability requirements needed to meet your IT goals
• Description of anticipated plans to expand or divest business units
• Any impacts a network outage can have on your business
• Maintenance and support required for the network

Other items you may decide to include in your RFP are: 

• Strengths and weaknesses of your network
• Any bottlenecks or performance issues you’re having
• A detailed list of your current IT hardware and technology you use

Always remember, the more detailed you are with the points described above, the better, as potential vendors will then provide a more complete and tailored proposal. Once your writer is finished creating your documents, they’ll send them to you for edits and final approval. After that, it’s time to send out your completed RFP to your short list of potential vendors and wait for the responses to roll in!

6. Collect proposals 

When you send out your completed RFP, don’t forget to set a firm deadline that provides vendors with enough time to draft a proposal. Typically, this can be anywhere from 14 days to six weeks depending on the project. 

Once your list of proposals comes in, it’s time to score them. This is another part of the process where your RFP writer can come in handy. An experienced RFP professional will be well-versed in knowing what to look for in a proposal and how to best narrow down your options to 2-3 vendors. 

Consider the following when scoring vendor proposals: 

• Services: You’ll want to consider the services provided, the timeline to complete, and whether their offer makes sense for your current and future IT goals.
• Pricing: You’ll also want to evaluate the total cost of the project, including upfront costs and any savings that new technology will deliver in the long term. 
• Alignment: Last, you’ll want to consider their fit for your projected growth. One vendor may be an excellent fit and have the right price range but not meet your IT goals for the future. You should factor this into your final decision.

7. Notify vendors and schedule calls

Once you have your vendor shortlist in place, schedule calls to update them on the process and let them know if they are a top choice. For vendors moving on in the process, communicate your deadline for their final proposal.

At this stage in the process, you should dig deeper into each vendor and their proposal's particulars. Consider the following:

• Follow-Up Questions: You may realize you have more questions about the proposal, timeline, or action steps. Meet with key stakeholders to address any follow-up questions.
• Research Vendors: Be sure to collect references and perform an in-depth analysis of customer reviews before making a final decision.

Conducting further research about your potential vendor candidates is the best way to make an informed decision.

8. Contract negotiation

With your calls and follow-up taken care of, the penultimate step is analyzing your final proposals and scoring them again. You may find that more than one vendor meets your needs, and that’s completely fine.

From here, request contracts for any vendors you’re considering. Once again, your RFP writer should be able to support you in reviewing terms and conditions. You’ll want to assess vendor contracts carefully, keeping an eye on: 

• Early termination language
• Business downturn clauses
• Service Level Agreements 
• Volume commitments / revenue commitments
• Roles and expectations

• Service timelines

While reviewing potential contracts, RFP writers will often suggest terms and conditions most beneficial to you as the client. But it is still best to consult your in-house legal team or a third-party legal expert. That way, you can make sure contracts are evaluated fully and your business is protected from any disputes that may arise further down the line. 

9. Award

With final proposals and contracts out of the way, it’s time to award the contract to the vendor or vendors that meet your growing IT needs. Congratulations! You’ve successfully completed the network RFP process. 

Final thoughts

The network RFP process can be challenging. Working with an experienced professional, however, can help your business navigate the above steps with ease and make an informed decision that meets your IT needs both now and in the future.

 Ready to start upgrading your infrastructure? Reach out today to schedule a no-hassle consultation call.

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