An IT tender is how a business buys managed IT support on its own terms. Instead of sitting through sales calls and trying to line up four wildly different quotes, you write down exactly what you need — the scope, the service levels, the security requirements — and invite providers to respond against that single brief. Done well, a tender turns a confusing, high-stakes decision into a fair, like-for-like comparison.
This guide explains what an IT/MSP tender actually is, when it’s worth running one versus a quick comparison, exactly how to write the RFP, and the mistakes that quietly sink most tenders. It also covers how WhatMSP helps: you post a tender, we moderate and vet it, then distribute it to independently scored, matched providers — so the responses that come back are from firms that genuinely fit and have already been checked.
What is an IT support tender?
A tender — sometimes called an RFP (request for proposal) or ITT (invitation to tender) — is a structured document that sets out your requirements and asks providers to propose how they’d meet them, and at what price. Every provider answers the same questions, so you can score the responses against each other rather than guessing which glossy proposal is actually better value.
For IT support and managed services, a good tender does three jobs at once: it forces you to clarify what you actually need; it gives providers enough detail to quote accurately instead of low-balling and re-pricing later; and it creates an evidence trail you can defend to a board, an auditor or a procurement team. It is the difference between “we picked whoever the MD’s golf partner recommended” and “we ran a fair process and chose on merit.”
When to run a tender vs a quick comparison
A full tender is powerful, but it’s also work — for you and for the providers. It isn’t always the right tool. Use this rough test:
- • The contract is sizeable or business-critical.
- • You must demonstrate fair, documented procurement (public sector, grant funding, board governance).
- • Requirements are complex — multiple sites, regulated data, specialist apps.
- • You want detailed written proposals you can score and defend.
- • You’re an SME switching provider with fairly standard needs.
- • You want speed — days, not weeks.
- • A shortlist of three or four vetted providers will do.
- • You’re comfortable comparing on a clear checklist rather than full proposals.
If you’re in the second column, you may not need a tender at all — get matched to vetted providers and use our comparison checklist instead. If you’re in the first, read on.
How to write an IT tender / RFP
A strong IT tender is detailed enough to get accurate quotes but tight enough that providers can actually respond. These are the sections every IT support tender should contain:
A short profile of your business: sector, number of users and sites, growth plans, and why you are running the tender. Providers respond better to context than to a bare spec.
Your devices, servers, network, Microsoft 365 / Google Workspace, line-of-business apps, existing security tooling and any incumbent contracts. The clearer this is, the more accurate the quotes.
Exactly what you want managed — helpdesk, endpoint management, cybersecurity, cloud, backup, networking, procurement, projects — and what sits outside the monthly fee.
Response and resolution targets by priority, support hours, on-site expectations, account management and reporting. State the outcomes you need, not just the hours.
Mandatory certifications (Cyber Essentials, ideally Plus; ISO 27001), ICO registration, data residency, insurance, and any sector rules (UK GDPR, FCA, NHS DSPT) you must satisfy.
Your preferred pricing model (per user, per device, fixed-fee), contract term, notice period, onboarding/offboarding costs and how price increases are handled.
The weighted scoring you will apply — for example security 30%, capability 25%, service & SLAs 20%, price 15%, references 10% — published up front so responses are comparable.
The single most important section is evaluation criteria. Decide how you’ll weight security, capability, service, price and references before responses arrive, publish those weightings in the tender, and score every provider against them. That’s exactly the discipline behind the WhatMSP /50 score — evidence over impression.
Common IT tender mistakes
- Vague scope. “Full IT support” means different things to different providers and guarantees incomparable quotes.
- Price-only scoring. Weighting purely on cost rewards the firm that cut the most corners on security and SLAs.
- No security baseline. Failing to make Cyber Essentials, ISO 27001 and insurance mandatory lets weak providers through the door.
- Inviting unvetted firms. Blasting the tender to anyone who answers an email creates noise and risk — you spend the process filtering out firms that should never have been on the list.
- Unrealistic deadlines. Two days to respond to a serious tender means you only hear from firms with spare capacity, not the best ones.
How WhatMSP helps you tender
The hardest parts of tendering are knowing who to invite and trusting that they’re any good. WhatMSP solves both. Every provider on our register is independently scored out of 50 from verified evidence, so the pool you draw from is already vetted — no marketing, no pay-to-rank.
- 1. You post a tender. Describe your environment, scope, SLAs and security requirements once.
- 2. We moderate and vet it. We check the brief is complete and workable before it goes anywhere.
- 3. We distribute to matched, vetted providers. Your tender goes only to independently scored providers that fit your size, location and service needs.
- 4. Qualified responses come to you. You compare proposals from firms that have already passed our checks — without the chasing.
The tender engine is rolling out. While we finish building tender distribution, the fastest route to vetted, matched providers today is to get matched or to browse the register and shortlist directly. Already a provider who wants to receive tenders? Get listed.
Skip the chasing. Get qualified responses.
WhatMSP matches you to independently scored, vetted UK providers — so a tender or comparison starts from a shortlist that’s already been checked. Free for buyers, always.
Frequently asked questions
What is an IT tender?
An IT tender is a formal procurement process where a business writes down exactly what IT support or managed services it needs, then invites providers to submit competing proposals against that brief. It typically takes the form of an RFP (request for proposal) or ITT (invitation to tender) and lets you compare providers on identical scope, price, security and service levels rather than on sales patter.
How do I write an IT support tender?
Start by documenting your environment (users, devices, sites, cloud platforms) and the outcomes you need. Then define the scope of services, the SLAs you expect, your security and compliance requirements, the contract term, and — crucially — the weighted criteria you will use to score responses. Send the same brief to every provider, give them a fair deadline, and ask price and quality questions in a structured way so answers are comparable.
How long does an IT tender take?
A proportionate IT support tender for an SME usually runs four to eight weeks end to end: a week or two to write the brief, two to three weeks for providers to respond, then a week or two to evaluate, shortlist and run final meetings. Larger or regulated organisations, or formal public-sector procurement, can take considerably longer. A lightweight comparison can be done in days.
Do I need a formal tender to switch IT provider?
No. Most small and medium UK businesses don't need a full formal tender to change MSP — a structured comparison of three or four vetted providers against a clear requirements list is usually enough and far faster. A formal tender makes sense when the contract is large, when you must demonstrate fair procurement, or when requirements are complex enough that you need detailed written proposals to compare properly.
How does WhatMSP vet providers before they see my tender?
Only providers on the WhatMSP register can receive a distributed tender, and every provider on the register is independently scored out of 50 from verified evidence — Companies House records, Cyber Essentials and ISO 27001 certificates checked at source, insurance, independent reviews and trading history. We moderate each tender for completeness before distribution and match it only to providers that genuinely fit your size, location and service needs, so the responses you get come from qualified, vetted firms.
Is it free for buyers?
Yes. WhatMSP is completely free for buyers — browsing the register, getting matched, comparing providers and (as it rolls out) posting a tender. Providers pay for their independent audit and any premium listing; that never buys a better score or a higher ranking, and it never costs the buyer anything.