How to Build Long-Term Partnerships Through the Nonprofit RFP Process

It’s not uncommon for nonprofits to distribute a Request for Proposal (RFP) when they need new technology. The process is invaluable for helping an organization streamline its tech needs, establish its goals, and identify the technology that will power donor engagement and growth.

But there’s a hidden benefit: you can use the same process to identify potential long-term partners who align with your mission and values. When nonprofits strategically approach RFPs to source technology and build relationships with vendors deeply invested in their success, the value of an RFP is greatly enhanced.

Partners Vs. Vendors

Software as a Service – SaaS – sales are transactional. You pay this, and you get this. We can sprinkle in a little training and a customer service phone number, but there isn’t a lot of love in the transactional side of the equation.

If you approach the RFP process a little differently and ask some strategic questions, you can find the technology fit and also identify the partner that will work with you and for you for the long term. Even in the largest firms, you might be able to find a team that is committed to your success beyond the price tag on the platform.

The benefits of a partner versus a vendor are significant:

• Partners understand your mission and goals. When a team understands your short- and long-term goals, it’s easier for them to tailor solutions and guidance to help you meet them. At CharityEngine, we always communicate new features to clients in many ways, but if a new feature is going to propel a particular client’s efforts forward fast, we bring it right to their attention.
• Enhanced training. This doesn’t mean you get more training; it means that working with a partner gets you consistent training with the same team. That training builds upon itself and is more valuable because you can zero in on areas that need more attention as well as connect the dots to learn new ways the technology can help you achieve your goals.
• Better support. As your nonprofit evolves and grows, a partner will be along for the ride (and hopefully instrumental in the ride). A vendor that sells you software and then checks out can’t adapt the CRM to your changing needs, and one that isn't up to date on your outreach might not be ensuring the technology is updated in a way that will serve nonprofits. The best vendors update technology based on client requests for this very reason.

Building a relationship is always preferable to a simple transaction. When it comes to nonprofits and technology partners, that relationship can benefit you in surprising ways.

6 Strategic Sections to Add to Your RFP

Convinced? Then let’s examine some practical additions to your RFP that will help you strategically identify vendors that can become partners.

1. Understand Vendor Motivations

The answers to questions about motivation will show you how the vendor perceives the nonprofit sector. Do they recognize your unique challenges and goals? If they understand mission-driven work and that motivates them, their solutions will be mission-aligned rather than profit-driven. You will want to see that the vendor understands your need and leads with a desire to help you make an impact.

2. Red Flags and Green Lights

In this section, you’ll want to zero in on questions that might indicate incompatibility. Consider how you feel about training, onboarding, support. Do you want to be able to pick up the phone and call someone when you have a question, or are you comfortable using an online chatbot to solve the problem yourself when you can? How often do you want to hear from the vendor? Do you want a DIY donor portal? Focus on mission alignment, transparent communication, and lack of obstacles when you need something.

3. The Values-Fit RFP

Does the vendor’s staff volunteer for nonprofits, or do they participate in matching gifts? Do they donate to certain causes? Are they committed to the values that matter to your nonprofit or your team, such as social impact? Do they serve clients in your same vertical, and if so, what kind of results have they seen? Ask questions that will determine a match in the values of your nonprofit and your vendor, which can be a crucial piece of the relationship puzzle.

4. The Art of Creativity

RFPs can be straightforward, predictable, and boring. The responses can be similar. Include a section that lets vendors show you a little personality! Think of a college essay and how that is an opportunity for a student to move beyond grades and sports and data to show a little spark. It’s the same idea. How a vendor responds to a prompt for initiative and creativity can give you tremendous insight into whether this is a team you would like to work with long-term.

5. Dig into People

Most RFPs ask for a list of team members and their bios. But how long have they been with the company? What questions can you ask about the team that will handle the onboarding and migration? Or the client success team that will serve you beyond implementation? You want to ask questions that will show you how it will look to work with them. Trust me when I tell you that vendors will enjoy crafting a proposal that includes some unusual questions, and the answers can be enlightening for nonprofits.

6. Ask for Proof

While it’s common to ask for case studies, see if the vendor can describe a client that turned into a lasting, mission-driven partnership, enhancing the impact of both organizations. It’s easy for me to think of how I would answer that for CharityEngine, and every solid team should have several examples they can share.

Moving Beyond Features to Find Technology Partners

Building a thoughtfully crafted RFP that goes beyond basic technical requirements will help nonprofits think about RFPs as tools for partnership and mission alignment, not just a procurement process. It will add depth to the RFP strategy.

By incorporating strategic questions about vendor motivations, values alignment, creativity, team dynamics, and proven partnership success, nonprofits can identify vendors who will become true long-term partners in their mission.

Taking the time to evaluate these partnership qualities during the RFP process can transform a simple software purchase into a valuable, mission-enhancing relationship that serves your nonprofit for years to come.