Run a real RFP that gets you a real answer.
RFP processes either drag on for months and produce a bad pick, or get rushed and end with the wrong vendor. We run structured RFPs for technology purchases — ERP, CRM, MSP, line-of-business apps — with clear requirements, fair scoring, and a real recommendation at the end.
Why most RFPs go wrong.
Requirements written by IT, ignored by the business.
End user doesn't recognize their workflow. Project hits resistance in month two.
Scoring is subjective.
Whoever talks loudest wins. Vendors picked by demo charisma, not fit.
The CFO surprises everyone at the end.
Total cost of ownership not modeled. Real price emerges after selection. Project shrinks.
Vendor relationship management ignored.
Signing day is celebrated. Then nobody owns the relationship. Implementation drifts.
What we run.
- 01
Requirements workshop
Joint session with business + IT + finance. Real requirements documented. Must-haves vs. nice-to-haves separated.
- 02
Vendor longlist + shortlist
Market scan, peer references, independent research. Longlist of 8–12, shortlist of 3–5.
- 03
Structured RFP document
Same questions to every vendor. Capability matrix, technical questionnaire, security questionnaire, commercial terms.
- 04
Vendor management
We run the Q&A, the demos, the reference calls. Vendors talk to us; you stay focused on running the business.
- 05
Scoring + analysis
Weighted scorecard. Total cost of ownership modeled across 3 years. Risk analysis per vendor.
- 06
Recommendation + readout
Written report. Decision-grade. Presented to leadership with full reasoning.
The 12-week RFP cycle.
- Weeks 1–2
Requirements + market scan
Workshop with stakeholders. Longlist of vendors built. Initial market briefing.
- Weeks 3–4
RFP document
Requirements turned into a structured RFP. Reviewed and approved by leadership before issue.
- Weeks 5–6
Issue + Q&A
RFP issued to shortlist. Q&A managed centrally. Responses received.
- Weeks 7–8
Demos + references
Structured demos against your real use cases. Reference calls with similar customers.
- Weeks 9–10
Scoring + analysis
Weighted scoring. TCO modeling. Risk analysis. Draft recommendation.
- Weeks 11–12
Decision + handoff
Final readout to leadership. Decision made. Contract negotiation supported. Implementation kickoff scheduled.
Why a managed RFP is worth the fee.
| DIY RFP | RFP with Senator | |
|---|---|---|
| Time from kickoff to decision | 6–12 months (often) | 8–12 weeks |
| Vendor pool quality | Whoever the team Googled | Independent market scan |
| Requirements fit | Often misses business needs | Joint business + IT workshop |
| TCO modeling | Hit-or-miss | Full 3-year, all line items |
| Vendor management overhead on your team | High | We absorb it |
| Decision quality | Variable | Documented, defensible |
Outcomes.
Compared to 6–12 months for DIY.
Typical reduction vs. initial vendor quotes through structured negotiation.
Documented, scored, repeatable.
We track renewal terms and exit options before signature.
“Our last ERP RFP took 11 months and we still picked the wrong vendor. Senator ran the next one in 10 weeks. Better fit, 22% lower price, signed contract with sensible exit terms. Project shipped on time too.”
Who needs this.
- Firms running an ERP, CRM, or major SaaS selection.
- Anyone replacing an outgoing MSP or major service provider.
- Firms that have been burned by a vendor and want a structured process next time.
- Boards that want documented decision quality for major technology purchases.
Q01Do you take commissions or referral fees from vendors?
Do you take commissions or referral fees from vendors?
No. Our compensation comes from you. No kickbacks. Vendors know this.
Q02Can we keep the relationship with vendors we already use?
Can we keep the relationship with vendors we already use?
Yes. We're vendor-neutral. If an incumbent is the right choice, we'll say so.
Q03What about contract negotiation?
What about contract negotiation?
Included for the selected vendor. We help structure terms, exit options, SLAs. Legal review still goes through your counsel.
Q04What if we change our mind mid-process?
What if we change our mind mid-process?
RFPs evolve. We adjust scope and re-run sections as needed. Better to course-correct in week 6 than ship the wrong decision.
Free 60-minute scoping call.
Tell us what you're buying, what's driving the decision, what timeline. We'll propose a fixed-fee RFP engagement.