How to Write an IT Asset Disposition RFP

An RFP, or request for proposal, is an important part of the process of securing a vendor for your company’s IT Asset Disposition (ITAD) needs. Writing an effective RFP can mean the difference between ITAD program success and ITAD program failure. So what constitutes an effective ITAD RFP? Let’s take a closer look.

Creating a successful ITAD RFP

You want to be clear, thorough and professional. There are several boxes you must check to write a successful RFP:

Define the job: Spend some time planning out your RFP before putting it together. Why are you hiring an ITAD vendor? What will the role of an ITAD vendor for your company look like? How many employees does your company have? What types of IT equipment does your company use? Paint a picture for prospective vendors so they have an idea of what a contract with your company would entail.
Dig into company and ITAD program history: Now you can go more into depth. Tell prospective vendors more about your company’s values and what makes it unique. Why would they want to work with you? Also, what has and hasn’t worked for you in the past in terms of vendor performance or expectations? Share any pertinent metrics.
Outline your ITAD program’s requirements: What requirements must a vendor possess to be a candidate for your company’s ITAD needs? List industry-specific requirements here. Be sure to include the experience your chosen vendor must possess and all preferred credentials (such as an R2 or NAID AAA Certification). This will help vendors formulate their proposals.
Explain how vendors should format their responses: How should vendors submit their proposals? Be specific about how you would like vendors to format their responses to your RFP. This will make applications much easier to evaluate.
Detail all timelines: This includes the final date for any questions vendors have about your RFP, the deadline for application submissions, when you will announce the chosen vendor and when their contract will begin.
Go over your RFP draft with a fine-tooth comb: The adage, “Measure twice, cut once,” certainly applies here. Take the time to edit your draft, making sure punctuation and grammar are correct and all the details are accurate. If there’s anything you forgot to include, now’s the time to add it. Remember, your RFP reflects directly on your brand so make sure it’s professional.

Want to learn more about developing an effective, secure and profitable ITAD disposition program for your business? Download our free guide here!

What should your ITAD RFP highlight?

Securing a trusted ITAD vendor is an important investment in your brand image. When you’re putting together an RFP for an ITAD vendor, follow the above steps and make sure you include these requirements:

All ITAD vendor applicants must…

disclose how long they’ve been in business and include a list of three firms that would recommend their services, as references.
list which security certifications they hold and which standards they apply.
list which industry regulations govern their processes and which state and local permits/licenses they carry.
describe their pick-up and delivery process.
describe their chain of custody.
list their environmental certifications.
describe how they document the ITAD process.
explain how they determine the cost for their services.

If you want to learn more about writing an RFP for your business, HubSpot is a great resource. Check out their guide here! Need more guidance putting together an RFP for an ITAD vendor? We’d be happy to help. We can be reached at (763) 432-3117!