IPMA Report: RFPs Can Unlock Better Tech, Lower Costs
The 2025 In-plant Printing and Mailing Association conference brought more than 125 managers to Spokane, Washington, for four dynamic days packed with insights, networking, and awards. Attendees returned home inspired and armed with fresh strategies to improve their operations.
Howie Fenton | Photo courtesy Sam Lauersdorf Photography
In the opening session on the conference’s third day, Consultant Howie Fenton focused on the benefits and challenges of writing and responding to RFPs (Request for Proposals) for hardware and software procurement. He hailed the use of an RFI (Request for Information) to pre-qualify vendors, and stressed the importance of including detailed requirements and the need for clear evaluation criteria.
In his talk at IPMA 2025, Howie Fenton detailed key sections to include in an RFP. | Photo courtesy Sam Lauersdorf Photography
Fenton conceded that many in-plants, when they are ready to upgrade their equipment, just go back to their current manufacturer and ask for the latest model. This strategy doesn’t necessarily get you the best technology or the lowest price, he said.
“An RFP or an RFI allows you to get information from a number of different vendors, about different types of equipment, and I think it's a healthy exercise to go through,” he said. “It allows you to see lower-cost options, more efficient options. It allows you to have a direct comparison. Vendors can tailor responses to your needs.”
Using an RFP lets you clearly document performance expectations and service levels. It confirms compatibility and avoids hidden costs. It can also reveal new technologies, methods, and best practices, leading to competitive advantages.
The room was packed for Howie Fenton's presentation. | Photo courtesy Sam Lauersdorf Photography
He acknowledged, though, that writing an RFI or an RFD is not easy. It requires doing a deep analysis of your in-plant’s business processes, pain points, quality control issues, and bottom line.
“It takes a huge investment of time to write RFPs and RFIs,” he said. And likewise, receiving and assessing responses will take time.
“It's going to be months before you actually get an award to a company,” he said.
Fenton listed the key sections to include in an RFP:
- Cover letter
- Background of your operation
- The scope of work needed
- Requirements (e.g., format, deadline, submission details)
- Timeline (Clear milestones)
- Value-Added (Give vendors an opportunity to offer features and processes to improve your workflow or lower print costs)
- Evaluation Criteria (Factors and weights for scoring proposals)
- Submission Requirements (Page limits, submission method)
- Budget, Timeline, and Terms
Be sure to include a section where vendors can ask you questions, Fenton said, but give them a deadline for this.
“You've got to say, ‘submit your questions by this day, and on this date, we're going to submit our answers to you,’” he said.
The IPMA 2025 conference was filled with useful sessions like this. We’ll bring you more session highlights in the days ahead.
Bob has served as editor of In-plant Impressions since October of 1994. Prior to that he served for three years as managing editor of Printing Impressions, a commercial printing publication. Mr. Neubauer is very active in the U.S. in-plant industry. He attends all the major in-plant conferences and has visited 200 in-plant operations around the world. He has given presentations to numerous in-plant groups in the U.S., Canada and Australia, including the Association of College and University Printers and the In-plant Printing and Mailing Association. He also coordinates the annual In-Print contest, co-sponsored by IPMA and In-plant Impressions.
