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.
Compare recorded services, coverage and company information, then confirm current credentials and contract details directly with each provider. Missing directory information is not a judgement of provider quality.
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 relevant 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 providers with relevant recorded services 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.
Compare recorded services, coverage and company information, then confirm current credentials and contract details directly with each provider. Missing directory information is not a judgement of provider quality.
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.
- Skipping your own checks. Check each candidate against your requirements before inviting a proposal. A directory entry alone does not establish suitability.
- 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 tender service is a limited pilot. Each brief is moderated before distribution. Invitations are restricted to the existing pilot roster and matched against recorded services and area; the roster may have few or no suitable providers. Submission does not guarantee invitations or responses. You can also browse and contact providers directly.
- 1. You post a tender. Describe your environment, scope, SLAs and security requirements once.
- 2. We moderate the brief. We check the brief is complete and workable before it goes anywhere.
- 3. We check the current pilot roster. Invitations are limited to existing eligible providers with relevant recorded services and area coverage. There may be no suitable recipient.
- 4. You review any responses. Providers choose whether to respond. Confirm their proposed scope, current credentials and contract terms directly.
The tender service is a limited pilot. Each brief is moderated before distribution. Invitations are restricted to the existing pilot roster and matched against recorded services and area; the roster may have few or no suitable providers. Submission does not guarantee invitations or responses. You can also browse and contact providers directly.
Start with a clear brief.
Build a shortlist by services, coverage and company information. Confirm the details that matter directly with each provider. Free for buyers.
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 relevant 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 the WhatMSP tender pilot work?
The tender service is a limited pilot. Each brief is moderated before distribution. Invitations are restricted to the existing pilot roster and matched against recorded services and area; the roster may have few or no suitable providers. Submission does not guarantee invitations or responses. You can also browse and contact providers directly.
Is it free?
Browsing, comparing providers and finding matches are free for buyers. See the listing page for current provider terms. Payment cannot buy better placement.