The Art of the IT RFP: How to Select the Right Technology Partner for Your Firm

I’ve seen what happens when this choice goes wrong: security scares, runaway bills, total chaos when a server fails on Friday afternoon. On the flip side, the right provider brings order, confidence, and lets you focus on lawyering instead of firefighting.

So how does one get this right? The answer isn’t to roll the dice or take a vendor’s word for it. Instead, it’s about using a Request for Proposal (RFP) i.e., a process that forces you to define what you need, lets you judge vendors by the same yardstick, and makes sales fluff irrelevant.

Here’s a step-by-step, written for law firm managers who want to get this decision right.

Step 1: Look in the Mirror and Get Honest About Your Needs

Before putting a single word on paper, do a gut check. Why now? Maybe your current provider left you hanging during a crisis. Maybe you just got a bill that made your accountant wince. Or maybe you’re about to go through major growth, and your current setup already feels creaky. Write these frustrations down. They’ll tell you what you actually want in a partner, not what the shiny brochures promise.

Don’t do this alone. Pull together a selection committee (try to include at least one person who actually uses the tech every day). I’ve found that when teams talk openly, surprising issues often surface, like an admin’s frustration with slow password resets, or a partner worried about compliance for a big new client.

Next, get your “must-haves” sorted. Is 24/7 support a dealbreaker? Does your insurer require cybersecurity coverage? Are you prepping for a compliance audit? Put these at the top of your list, so you don’t waste time on vendors who are missing the essentials.

Lastly, don’t ignore the numbers. Set a realistic price range but stay flexible. Sometimes, paying a bit more gets you a provider who’ll save headaches (and money) down the road.

Step 2: Drafting the RFP

The RFP isn’t just a formality. It’s your chance to make clear what makes your firm tick; and what you expect.

Start with a snapshot: Who are you? What kind of law do you practice? What matters to your clients and your staff? This helps vendors see if they’re truly a good fit.

For the actual “what we need,” be detailed but plainspoken. Trade vague requests like “better security” for specifics, e.g., “We need managed endpoint detection, round-the-clock network monitoring, and security training for staff.”

Ask pointed questions about vendor experience:

How many law firms like ours have you helped?

Can you share references from other lawyers?

Will we have a consistent tech team, or will strangers show up every time?

What’s your background in legal compliance and certifications?

On pricing, demand clarity. No one wants a surprise bill down the road. Ask for both flat-rate packages and project-based fees and make them spell out any “extras” or add-ons. I’ve seen a lot of drama over fees that popped up only after projects began.

Ask for a realistic onboarding timeline. How long will the transition take? Will your staff be involved, or can they keep working as usual?

Step 3: Sorting the Wheat from the Chaff

When the proposals roll in, it’s time for some real scrutiny. Your committee should score each option based on what matters most to your firm. Does the proposal show a grasp of your needs? Are the numbers crystal clear? Are the answers complete, or do they dodge tough questions? Narrow it down to a handful of contenders.

The interview is key. Don’t let vendors coast on rehearsed answers. Make them walk through a scenario: “What’d you do if our paralegal’s laptop is hit by ransomware right before a big filing?” Watch who shows up; are you meeting the service managers who’ll actually answer your calls, or just sales reps?

Checking references is vital. Skip this, and you risk a world of pain. Ask candidly: Was the onboarding smooth? How do they handle emergencies? Can you recall when they exceeded expectations? Any nasty surprises when the invoices arrived?

Security shouldn’t be an afterthought. Dig into their certifications (SOC 2, ISO 27001, etc.), data handling practices, and plans for attorney-client confidentiality. The best vendors will welcome tough questions since they know how crucial trust is.

Step 4: Making Your Choice

Now, for the moment of truth. Make this choice as a group, weighing all you’ve learned. Don’t let cost alone sway you; rock-bottom offers often mean poor service and patchy security. If you find a partner who listens, has nailed similar projects, and treats your firm’s success as their own, grab them. Bonus points if you get a true strategic advisor (think a vCIO) who’ll help your firm scale up and avoid future pitfalls.

When you’ve made your choice, orchestrate a structured onboarding which includes data migration, new system setup, staff training. The best vendors will have a roadmap in place to get you secure and up and running quickly.

Ready to Take the Next Step?

Choosing an IT provider isn’t just another expense; it’s about safeguarding your clients and setting your firm up for growth. AKAVEIL TECHNOLOGIES specializes in helping estate planning and boutique firms dodge common pitfalls. We know the legal world inside out and always put our clients first.

If your firm is debating a tech upgrade, don’t let stress win. Reach out to AKAVEIL TECHNOLOGIES for a free assessment, and let’s build your future together.