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The Ultimate IT Managed Services RFP Template for Your Business


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Choosing the right IT Managed Services Provider (MSP) is crucial for the success of your business. On the surface, MSPs can appear to offer similar services, but there are significant differences between those that provide essential support and those that deliver comprehensive, proactive solutions. A well-structured Request for Proposal (RFP) can help you identify which provider is truly equipped to deliver the level of service your business needs. This guide provides a comprehensive template that you can use to build an effective RFP, ensuring prospective MSPs understand your unique requirements and offer the best solutions.

Why an RFP Matters for IT Managed Services


An RFP helps you:

  • Outline your specific IT requirements.

  • Ensure prospective MSPs meet your business objectives.

  • Compare providers objectively.



Section 1: Company Background


Start by sharing essential details about your company:

  • Company name and location

  • Industry and services/products offered

  • Number of employees and office locations

  • Current IT setup overview



Section 2: Project Overview


Explain the scope and goals of the project, such as:

  • The need for managed IT services (e.g., support, cybersecurity, cloud solutions)

  • Key objectives (e.g., reducing downtime, improving security, ensuring compliance)

  • Desired outcomes



Section 3: IT Environment Details


Provide a clear picture of your current IT environment:

  • Hardware and software inventory

  • Number of users and devices

  • Types of operating systems used (e.g., Mac, Windows)

  • Existing network infrastructure and security measures



Section 4: Scope of Work and Deliverables


Outline the services you expect the MSP to deliver:

  • Proactive IT support and monitoring

  • Helpdesk services

  • Data backup and disaster recovery solutions

  • Cybersecurity management and updates

  • Managed cloud services (specify any cloud platforms in use)

  • Compliance and regulatory adherence

  • Training for staff



Section 5: Proposal Requirements


Specify what you want to see in the proposals:

  • Company overview of the MSP

  • Experience and industry expertise

  • Case studies or references

  • Certifications and partnerships (e.g., Microsoft, Apple, Cisco)

  • Details on team composition and senior-level consultants



Section 6: Pricing Structure


Request detailed pricing information:

  • Flat-rate packages vs. customised solutions

  • Hourly support rates for additional services

  • Onboarding fees

  • Licensing or software costs



Section 7: Evaluation Criteria


Explain how you will assess proposals:

  • Expertise in handling mixed IT environments (Mac and Windows integration)

  • Service Level Agreements (SLAs)

  • Response and resolution times

  • Customer service quality and feedback

  • Scalability of the MSP’s offerings



Section 8: Submission Guidelines and Deadlines


Include clear instructions on how to submit the proposal:

  • Format (PDF, Word document, etc.)

  • Contact details for submission

  • Deadline for proposals

  • Timeline for follow-ups or presentations



Conclusion


A detailed RFP ensures you select an MSP that aligns with your business's IT needs. Use this template to create your own RFP and simplify the process of choosing the right IT partner.





If you’re seeking tailored IT support for your business, Counterpoint specialises in managed IT services for a range of businesses including creative agencies, AEC firms, and business who have a mac-heavy presence. Contact us to see how we can elevate your digital presence.

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