Requests for Proposals (RFPs) are one of the most important tools organizations use to find the right partners, products, and services. A well-structured RFP creates clarity, drives competition, and helps decision-makers select the best vendor for their needs.
But when RFPs are rushed, unclear, or overly complicated, they often backfire, resulting in poor vendor responses, wasted time, and missed opportunities. In this post, we’ll highlight 10 of the most common mistakes organizations make in their RFPs, along with strategies to avoid them.
1. Lack of Clear Objectives
Mistake: Many RFPs fail to clearly state the goals or desired outcomes. Vendors can’t propose the right solutions if they don’t know what you want to achieve.
How to Avoid: Start with a concise problem statement and outline measurable objectives. For example, instead of “upgrade our security program,” specify “achieve CMMC Level 2 certification within 12 months.” Share your priorities (e.g., compliance, scalability, cost savings) so vendors can tailor their responses. A simple executive summary at the beginning of the RFP can go a long way in aligning expectations.
2. Overly Complex or Lengthy RFPs
Mistake: A 100-page RFP discourages vendors and often results in incomplete or generic responses.
How to Avoid: Keep your RFP focused on what truly matters for evaluation. Break information into clear sections (scope, requirements, evaluation criteria, timelines) and use appendices for background material. Provide word or page limits where appropriate to keep responses concise and targeted. The goal is to make it easy for vendors to respond effectively, not overwhelm them.
3. Vague Requirements
Mistake: Using terms like “robust,” “comprehensive,” or “state-of-the-art” without defining them creates confusion.
How to Avoid: Translate requirements into specific, testable criteria. Instead of “robust reporting,” state “ability to generate customizable reports in PDF and Excel formats with user-defined fields.” Include examples or sample use cases to illustrate expectations. When vendors know exactly what you mean, you’ll get more accurate proposals that can be compared apples-to-apples.
4. Ignoring Compliance and Regulatory Needs
Mistake: Overlooking compliance requirements like PCI DSS, HIPAA, or FERPA can lead to costly gaps.
How to Avoid: Identify all applicable regulations at the start of the RFP process. List the required certifications or audit reports vendors must provide. Ask vendors to describe how their solution aligns with your compliance obligations, and request documentation as proof. Building compliance requirements into the RFP ensures you don’t waste time evaluating non-eligible vendors.
5. Unrealistic Timelines
Mistake: Expecting vendors to respond in a week or deliver in a month sets the project up for failure.
How to Avoid: Work backward from your target go-live date and create a realistic timeline. Allow vendors at least 3–4 weeks to prepare quality responses, and build in time for Q&A, evaluations, and negotiations. If your timeline is aggressive, acknowledge it in the RFP and be transparent about why. Vendors are more likely to respond positively when they understand the context.
6. Poor Evaluation Criteria
Mistake: Some RFPs don’t explain how proposals will be scored, leaving vendors guessing.
How to Avoid: Develop a clear evaluation matrix with weighted scoring for each category (e.g., 40% technical capability, 30% cost, 20% compliance, 10% references). Share it in the RFP so vendors know what matters most. Provide space for evaluators to leave qualitative comments. This transparency not only improves vendor responses but also creates a defensible audit trail for your decision-making process.
7. Focusing Solely on Price
Mistake: Choosing the lowest bidder often leads to subpar service or hidden costs.
How to Avoid: Balance price with overall value. Consider the long-term total cost of ownership (maintenance, upgrades, training) as part of your evaluation. Require vendors to outline potential add-on costs in their proposal so you can compare true costs. Incorporating criteria like support quality, track record, and innovation helps you avoid the “cheap now, expensive later” trap.
8. Lack of Internal Collaboration
Mistake: RFPs drafted in isolation may miss input from IT, finance, compliance, or end users.
How to Avoid: Assemble a cross-functional RFP team early in the process. Include representatives from all departments affected by the purchase, and assign roles for drafting requirements, evaluating responses, and making final recommendations. Regular check-ins keep everyone aligned and ensure no critical perspectives are overlooked. This collaboration improves both the quality of the RFP and buy-in for the final decision.
9. Failing to Ask the Right Questions
Mistake: Generic questions (e.g., “Tell us about your company”) produce generic answers.
How to Avoid: Design your questions to reveal meaningful insights. Use scenario-based questions (e.g., “Describe how your solution supports incident response under NIST guidelines”) or request case studies. Include optional sections for vendors to suggest innovative approaches you may not have considered. By asking smarter questions, you get responses that show how well vendors understand your challenges and how they’ll solve them.
10. Neglecting Post-RFP Communication
Mistake: Organizations often “go silent” after vendors submit proposals, frustrating participants and damaging future engagement.
How to Avoid: Acknowledge receipt of proposals, notify vendors when shortlisting decisions are made, and provide constructive feedback to those not selected. Maintaining professional courtesy not only improves relationships with vendors but also encourages stronger participation in future RFPs.
Final Thoughts
RFPs should make vendor selection easier, not harder. By avoiding these common mistakes, organizations can streamline the procurement process, attract higher-quality responses, and ultimately choose partners who deliver long-term value.
The key is clarity: clear goals, clear requirements, and clear communication. With these principles in place, your next RFP can become a powerful tool for building stronger vendor relationships and achieving your organizational objectives.
CampusGuard’s RFP Consulting Services offer comprehensive, end-to-end RFP management, with the flexibility to select only the support you need, such as evaluation assistance or contract review, tailored to your specific requirements. Contact us to get started!
