Making the switch to a new learning platform or choosing one for the first time can feel overwhelming. With so many options on the market, it’s easy to get lost in lists of features and technical specs.
But what if the key to finding the right solution isn’t just about features, but about how well the platform will help you solve your specific business challenges and deliver measurable results?
This guide will show you how to craft a Request for Proposal (RFP) that focuses on business outcomes and creates the foundation for a strong partnership with the right vendor. We also provide a downloadable learning platform RFP template at the end of this guide.
An RFP helps you:
Your RFP is not just a checklist, it’s a tool to help you find a partner who will support your goals now and as your organization evolves. Below are the specific steps to implement.
Start by answering two essential questions:
1. What problems are we trying to solve?By focusing on your organization’s pain points and key performance indicators (KPIs), you’ll help potential vendors tailor their responses to show how their solutions deliver value.
Break your requirements into categories to give vendors a clear picture of what you need.
What specific capabilities must the platform have? For example:
Consider security, integration, and scalability. Examples:
This is where the relationship aspect comes in. Ask:
Encourage creativity by inviting vendors to suggest approaches or solutions that you may not have considered. This can include:
Allowing vendors room to innovate will often surface unique solutions that can add significant value.
Use the MoSCoW prioritization method (Must-have, Should-have, Could-have, Won’t-have) to rank requirements and give vendors flexibility to propose innovative solutions.
Your RFP should challenge vendors to demonstrate how their solution will meet your needs. Include:
Provide context about your organization, goals, and key challenges. This helps vendors craft tailored responses.
Define what success looks like. For example:
Attach a detailed spreadsheet of functional and technical requirements. If using it as part of a pre-RFP (RFI) process, ask for simple Yes/No/Partial responses.
Be clear about submission deadlines, evaluation criteria, and the timeline for vendor selection.
Provide yourself enough time to do a thorough evaluation of vendors, move through the contracting process, and ability to then align Implementation & Training of the new solution with existing contract expiration dates.
When reviewing responses, focus on how well each vendor addresses your specific challenges and goals. Here are some tips:
Request live demos of your most important use cases, showing perspectives from learners, managers, and admins.
Look for vendors who prioritize partnership, flexibility, and ongoing support. Ask for references and testimonials to gauge their customer focus.
Does the platform integrate seamlessly with your existing systems? Is reporting user-friendly? How will data insights help you measure ROI?
Choose a vendor with a development roadmap that aligns with your organization’s long-term goals.
Switching or selecting a learning platform isn’t just a transaction, it’s the start of a partnership. Look for vendors who:
Conclusively, here are important things to consider to get RFPs that help you to make informed decisions.
Consider the total cost of ownership (TCO) over the platform’s lifetime, including implementation and operating costs, to avoid unexpected expenses during procurement.
Determine the essential features for your organization. It’s important to see a demonstration of the platform from the perspective of learners, managers, and administrators to understand how the system meets your specific use cases.
A strong cultural fit between the vendor and the client is essential. Factors like the platform’s look and feel, the vendor’s values, and their approach to support should align with your organization’s culture and needs.
Ensure data is clean, from reliable sources, and easily transferable within the learning ecosystem. Also consider the availability of APIs and xAPIs.
Evaluate content options, including off-the-shelf libraries, bespoke content development, in-house creation, and user-generated content, to ensure a system that meets your learning needs.
To ensure a straightforward comparison, structure your learning platform RFP in a way that guides vendors in their responses. Include sections such as:
To make this process even simpler, we’re offering a free downloadable RFP template that you can adapt to your needs.
Ultimately, a learning platform RFP is more than just a document, it’s a strategy to build a results-driven, collaborative relationship with a learning vendor. By focusing on measurable outcomes, clear requirements, and a strong partnership, your organization can confidently choose a platform that delivers long-term value.
Don’t leave it to chance. Download our Learning RFP Template to get started, and challenge vendors to show you how their platform will deliver learning that is personal, purposeful, and aligned to your organization’s objectives.
And if you're still on the search for the right learning platform for your organization, make sure you check out our comprehensive guide on how to make the right choice for your organization.