Do You Really Need an RFP? Knowing When to Formalize Your Selection Process

In higher education and nonprofit organizations, the Request for Proposal (RFP) process is almost a tradition. For decades, it’s been the go-to method for selecting new technology systems and implementation partners. But in today’s fast-moving landscape, the question deserves a closer look: Do you always need an RFP?

The answer: not always. Sometimes an RFP is essential. Other times, it creates unnecessary delays, burdens staff, and drains resources without delivering better results.

When an RFP Makes Sense

1. Complex or High-Dollar Investments

If your organization is evaluating enterprise-level systems (CRM, SIS, advancement platforms), an RFP ensures a transparent, structured, and defensible process. These are high-stakes investments where structure is critical.

2. Stakeholder Alignment is Critical

An RFP can serve as a forcing function to bring different voices together. The process of writing requirements, scoring responses, and participating in demos helps align your team around shared priorities.

3. Procurement Policy Requires It

Some institutions and nonprofits have mandatory RFP thresholds based on contract value. In these cases, an RFP isn’t just helpful — it’s required.

When an RFP May Not Be Necessary

1. Well-Defined, Lower-Cost Solutions

If you’re procuring a straightforward tool (like a marketing automation add-on or reporting solution), a full RFP may be overkill. A structured market scan and short-list evaluation could be faster and just as effective.

2. Existing Vendor Ecosystem

When you already have trusted platforms in place, expanding within that ecosystem may make sense. For example, if you’re already on Salesforce, evaluating a handful of AppExchange partners could be more efficient than issuing a broad RFP.

3. Time-Sensitive Projects

If speed is critical — perhaps you need a solution implemented before the next academic cycle or fundraising campaign — a leaner vendor evaluation process may be the smarter path.

The Risks of Choosing the Wrong Path

• Skipping an RFP when you need one can lead to subjective decisions, lack of stakeholder buy-in, and future criticism if the system underperforms.

• Issuing an RFP when you don’t need one can slow projects by months, frustrate staff, and discourage innovative vendors from participating.

Finding the Right Balance

At Triple Three Advisors, we help organizations determine whether an RFP is necessary — and if it is, we manage the process to make it clear, structured, and efficient. When an RFP isn’t the best path, we bring alternative methods like market scans, structured scoring, and vendor short-listing that still provide transparency and confidence.

Because in the end, the goal isn’t simply to “do an RFP.” The goal is to choose the right solution for your mission, your people, and your future.