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Strong supplier engagement is the backbone of a successful RFP. If you want high-quality responses, fewer delays, and long-term value, the way you engage vendors throughout the RFP process is just as important as what you put in the document itself.
In this article, we break down best practices for engaging suppliers effectively - from defining expectations to building trust - so you can drive better outcomes, reduce friction, and set the foundation for strategic supplier relationships.
Define Clear Goals and Expectations
Before issuing an RFP, align internally on the project’s purpose and priorities. Clearly define:
he goal of an RFP evaluation is to select the partner who can deliver the best value to your business, not just the lowest price. A good evaluation process should have the following attribuites:
- Key objectives
- Scope and requirements
- Budget parameters
- Timelines
- Strategic drivers like sustainability or compliance
When suppliers understand what matters most to your business, they can tailor their proposals with clarity and purpose. This leads to more relevant responses and increases the likelihood of project success.
If you're using an eSourcing platform or source to contract software, take advantage of templated briefing sections to ensure consistency and clarity across projects.
Involve Key Stakeholders Early
The earlier you engage internal stakeholders, the better the RFP, and the better the supplier experience. Bring in:“
- Project managers
- End users
- Technical experts
- Anyone impacted by the final supplier decision
Early collaboration helps surface risks, refine requirements, and ensure the supplier’s proposal aligns with practical delivery needs. It also helps evaluators provide more confident, consistent input later.
Structured alignment meetings - ideally captured and tracked in your eSourcing workflow – can make this collaboration repeatable and scalable.
Craft a Simple but Focused RFP
Overly complex or lengthy RFPs can be a barrier to supplier participation. Complexity doesn’t equal credibility – it creates noise. Instead, aim for:
- Clear, concise language
- A tight scope focused on what's essential
- Removal of outdated or unnecessary criteria
This keeps suppliers focused on what really matters and allows you to compare proposals more effectively. The best RFPs aren’t the longest – they’re the sharpest.
Invite only the right suppliers
The quality of your RFP depends heavily on who you invite to participate. Focus on suppliers who have a realistic chance of winning the business, rather than casting a wide net.
When selecting suppliers, aim to:
- Avoid “RFP fodder.” Don’t include vendors just to fill numbers or drive down an incumbent’s price. It signals low intent and reduces engagement.
- Prioritise fit. Choose suppliers who clearly align with your requirements and objectives.
- Communicate why. Where possible, explain via email or a quick call why you believe they may be a strong candidate, instead of sending a generic mass invitation.
By curating a smaller set of good-fit suppliers and showing respect for their time, you encourage higher-quality responses, delivered on time, from vendors who are genuinely motivated to win your business.
Maintain transparent communication throughout
Building trust starts with transparency. Keep suppliers informed at every stage of the RFP process – from initial launch through to final decision. This includes:
- Sharing timelines and updates on delays
- Providing clarity during the Q&A window
- Communicating how proposals will be evaluated
- Offering feedback post-evaluation (where appropriate)
Using modern Source-to-Contract software with embedded messaging and audit trails helps centralise supplier communication and prevent misunderstandings.
Strategies for Long-Term Supplier Engagement
Engagement shouldn’t end when the contract is signed. Strengthening supplier relationships post-selection leads to better outcomes and long-term value. Here’s how to keep momentum:
- Schedule regular check-ins to review performance
- Revisit original contract goals to track alignment
- Share feedback and identify areas for improvement
- Recognise supplier successes where appropriate
Combining this with AI-powered analytics during the RFP stage can help benchmark suppliers, highlight areas of innovation, and create a data-driven foundation for partnership from the start.
Final thoughts
Effective supplier engagement isn’t just about fairness – it’s about impact. The right communication, expectations, and structure empower suppliers to show their best work, while building the trust and alignment needed for long-term success.
The RFP Playbook
With a clear structure and a focus on alignment, procurement can enable smarter, faster decisions that deliver real outcomes. To go deeper into building an airtight RFP process, you can download the full RFP Playbook - written by Tom Mills – packed with templates, frameworks, and best practices for every stage of the RFP journey.
Start small, scale from there
DeepStream delivers best-of-breed eRFx software with supporting source-to-contract modules, delivering the essential features that empower procurement teams to mature, step by step. We prioritise usability, ensuring our solution is the simplest, cleanest, and most user-friendly in the industry, backed by our dedicated customer success team.
The procurement tech space is filled with hype, overselling, and mis-selling of sweeping, end-to-end digital transformation initiatives. Yet these projects fail because teams are sold overly-complex solutions they’re expected to ‘grow into’. This leads to tech overwhelm, low adoption, and wasted investment.
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