How to create an effective learning platform RFP: Here’s a ready-to-use template

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.

Why write an RFP?

An RFP helps you:

• Clearly define your organization’s challenges and what success looks like.
• Evaluate potential vendors on their ability to meet your needs, not just on technical features.
• Prioritize outcomes over functionality, ensuring the learning platform delivers a return on investment (ROI).

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.

Step 1: Define your business challenges

Start by answering two essential questions:

1. What problems are we trying to solve?
   – Are compliance training completion rates too low to meet regulatory requirements or internal standards?
   – Are new hires taking too long to achieve proficiency in their roles, delaying overall team productivity?
   – Do you struggle to provide employees with personalized learning opportunities that support career growth and build skills for future  organizational needs?
2. How will we measure success?
   – Define clear metrics such as reducing onboarding time, reducing employee churn , or improving employee engagement scores.
   – Provide a scoring Rubrik to the evaluation team that focuses on how the Solution can demo the ways it will solve problems that the team faces today.

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.

Step 2: Create a comprehensive list of requirements

Break your requirements into categories to give vendors a clear picture of what you need.

• Functional requirements:
  What specific capabilities must the platform have? For example:
  – AI-driven personalized learning recommendations.
  – Virtual session scheduling and delivery tools.
  – Robust reporting and analytics features.
• Technical requirements:
  Consider security, integration, and scalability. Examples:
  – Single Sign-On (SSO) support.
  – API integrations with HRIS or performance management tools.
  – Hosting and data protection standards.
• Support and partnership:
  This is where the relationship aspect comes in. Ask:
  – How does the vendor support implementation?
  – What ongoing training and support do they provide?
  – Do they offer access to a customer community or regular feedback sessions?
• Innovation and agility:
  Encourage creativity by inviting vendors to suggest approaches or solutions that you may not have considered. This can include:
  – Leveraging new technologies.
  – Offering tailored solutions aligned with your organization’s unique goals and challenges.
  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.

Step 3: Structure your learning platform RFP for success

Your RFP should challenge vendors to demonstrate how their solution will meet your needs. Include:

1. Background information:
   Provide context about your organization, goals, and key challenges. This helps vendors craft tailored responses.
2. Key business outcomes:
   Define what success looks like. For example:
   – “Reduce time to proficiency for new hires by 20% within 6 months.”
   – “Achieve 90% compliance within 3 months of launching mandatory training.”
3. Requirements document:
   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.
4. Instructions and timelines:
   Be clear about submission deadlines, evaluation criteria, and the timeline for vendor selection.
5. Think beyond project award:
   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.

Step 4: Evaluate vendors on outcomes, not just features

When reviewing responses, focus on how well each vendor addresses your specific challenges and goals. Here are some tips:

• Ask for demonstrations:
  Request live demos of your most important use cases, showing perspectives from learners, managers, and admins.
• Evaluate cultural fit:
  Look for vendors who prioritize partnership, flexibility, and ongoing support. Ask for references and testimonials to gauge their customer focus.
• Scrutinize data capabilities:
  Does the platform integrate seamlessly with your existing systems? Is reporting user-friendly? How will data insights help you measure ROI?
• Plan for the future:
  Choose a vendor with a development roadmap that aligns with your organization’s long-term goals.

Step 5: Build a strong vendor partnership

Switching or selecting a learning platform isn’t just a transaction, it’s the start of a partnership. Look for vendors who:

• Understand your unique business needs.
• Offer transparent pricing with no hidden costs.
• Provide robust customer support with dedicated points of contact.
• Continuously innovate and adapt their solutions based on customer feedback.

Key considerations for selecting a learning platform RFP

Conclusively, here are important things to consider to get RFPs that help you to make informed decisions.

• Budget: Consider the total cost of ownership (TCO) over the platform’s lifetime, including implementation and operating costs, to avoid unexpected expenses during procurement.
• Requirements: Determine the essential features for your organisation. 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.
• Culture: 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 organisation’s culture and needs.
• Data: Ensure data is clean, from reliable sources, and easily transferable within the learning ecosystem. Also consider the availability of APIs and xAPIs.
• Content: 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.

Final thoughts: structure your RFP for clear evaluation

To ensure a straightforward comparison, structure your learning platform RFP in a way that guides vendors in their responses. Include sections such as:

1. Executive Summary: A brief overview of your organization and goals.
2. Key Objectives: The specific problems you need the solution to address.
3. Success Metrics: KPIs and expected outcomes.
4. Detailed Requirements: Grouped into functional, technical, support, and security categories.
5. Proposal Instructions: Clear guidelines on formatting, submission timelines, and evaluation criteria.

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.

Ready to Get Started?

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.