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5 Ways Procurement Services Can Help You With IT Vendor Selection

by Faisal Sheikh

Computers, the Internet, and online conferencing technologies are so commonplace that doing business without them is almost unthinkable. Even technologies as conventional as telephones have changed in the last few decades. Finding the IT services that can help you make the most of this technology is a complicated problem. Many companies find that hiring 3rd-party procurement services is the best solution. 

5 Ways Strategic IT Procurement Services Can Help

Information Technology is a broad industry. Sifting through the thousands of competing providers to find the few your company needs can be time-consuming and costly. Your company can save time and money by hiring a strategic IT procurement service. Here are five ways that dedicated procurement services can save you time and money when choosing IT vendors:

1. Drafting Requests for Information, Proposals, and Quotes

Finding new technology and services for your business starts with drafting RFXs. This first thing to do is also the first step in keeping costs down.

In-depth requests for information, proposals, and quotes get your company better information from vendors. Clear communication prevents misunderstandings that can lead to choosing the wrong vendor. Detailed requests for information, proposals, and quotes make your needs clear to vendors, but drafting RFXs can be time-consuming and delicate work. Your agent must develop a keen understanding of your company’s IT needs to get the best results. IT procurement services know what to look for when researching your company’s needs. They also have experience communicating your needs to vendors.

Unless you have a dedicated expert, researching your company’s needs and writing RFXs will take time away from someone with other responsibilities. Hiring a procurement service can get you better results in less time and leave your staff more time to do what they do best.

2. Managing Vendor Responses to RFXs

A high volume of responses to your RFXs can be a good thing but sifting through them takes time — time that your company or employees may not have. A third-party procurement agent has experience managing these responses. They can produce a short list of the vendors that best fit your needs. This saves time and provides a selection of pre-screened solutions.

3. Building Relationships with IT Vendors

Dedicated procurement services can build strong working relationships with vendors and original equipment manufacturers (OEMs). They understand vendors in a way that an in-house IT department doesn’t have time to match. A professional procurement service understands how vendors operate and knows what their specialties are. A third-party procurement service can save time by sending targeted queries to vendors who can best meet your needs.

4. Understanding the IT Market

Paying too much for IT services is a common mistake. Dedicated procurement services develop an inside-out understanding of the IT market. A procurement specialist can use their knowledge of the IT market to avoid spending too much. They know what IT goods and services should cost. A professional can help you find a reasonable price while avoiding common pitfalls that are sometimes found in a contract.

5. Consolidating IT Solutions

Meeting a growing company’s IT needs is a complicated task requiring an IT manager to create a solution from many parts. Over time, a company can form contracts with hundreds or even thousands of vendors. 

As a company’s portfolio of IT providers grows, managing its contracts can lead to several problems. It’s common for a large company to have contracts with multiple vendors who provide the same service. Overlapping technologies can also work against each other rather than together, and usability problems create wasted time and money.

A strategic procurement service can review your IT providers for redundancy. Their in-depth knowledge helps them find services and providers that could be consolidated. They can then help you find vendors that can streamline your IT portfolio. Consolidating your IT solutions will help you get the most out of your IT budget.

Utilize Procurement Services Today

Choosing IT vendors that meet your company’s needs is a complicated process. Third-party specialists can help you write RFXs that will find you the best vendors. They can help you cut costs when negotiating contracts. Hiring dedicated strategic procurement services can help your company get the most out of its IT budget.

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