Business PickupCreating requests for proposals (RFP) is an everyday business practice that allows organizations to solicit bids from vendors for specific services. While your organization likely has a specific RFP process in place, writing one for ITAD and data destruction services calls for careful consideration.
ITAD stands for IT Asset Disposition, a practice in which unwanted devices are decommissioned, while data destruction is the process of eliminating information from said devices. Organizations rely on these services when they’re getting rid of equipment, and as they vet vendors for the job, data security, compliance, and environmental responsibility must be top priorities. The risks of choosing the wrong vendor are significant, ranging from data breaches to non-compliance and financial liability.
In this guide, we’ll help you create a thorough, effective RFP that ensures vendors meet security, sustainability, and operational needs.
Step 1: Establish scope and objectives
As you begin the process of writing an RFP, start by identifying which IT assets need data wiping and/or decommissioning. Items may include laptops, servers, network gear, mobile devices, and storage media, among others. Be sure to note quantities, locations, pickup frequency, and whether services are one-time or ongoing.
Next, determine the primary objectives for your project, which could include secure data destruction, maximum remarketing value, environmental compliance, chain-of-custody documentation, or a combination of these goals. Establish cross-department alignment by involving IT, security, finance, and compliance teams as needed.
Step 2: Define data destruction and security requirements
Depending on the size and scope of your organization, your project may call for specific data sanitization methods, such as physical shredding or degaussing. It’s important that you make note of this in your RFP. Likewise, indicate any requirements for onsite vs. offsite destruction service options. In general, highly sensitive or regulated data will need to be destroyed onsite.
Within your RFP, you’ll also want to list your requirements for chain-of-custody procedures, from pickup to final disposition. Include expectations for serialized reporting, tracking, and proof of destruction. Ask vendors to list their certifications, such as R2v3, e-Stewards, NAID AAA, and ISO 9001/14001/45001.
Step 3: Outline environmental and compliance criteria
Depending on your industry, you may also need to include applicable requirements for regulatory compliance, such as PIPEDA, CEPA, or provincial level e-waste recycling laws. Ask vendors to detail downstream recycling partners and how they ensure no export of hazardous e-waste. Additionally, inquire about their environmental management system, reuse-first philosophy, and handling of non-functional equipment: what does their electronics recycling process look like? If needed, request sample certificates of recycling and sustainability reporting options.
Step 4: Request pricing structure
To compare pricing, ask vendors to provide detailed breakdown costs (pickup fees, per-asset processing, onsite destruction, packaging, etc.). Include questions about minimum volumes, price schedules, and any surcharges. If remarketing is part of the program, request details on resale channels, revenue-share splits, and reporting frequency.
Step 5: Clarify logistics and reporting
To get a clear idea of how the process will unfold, inquire about pickup scheduling, packaging expectations, and onsite labor availability. Ask vendors to outline turnaround times for reports, data destruction, and financial settlements. Require details on portal-based reporting or integration with your asset management systems. If your organization employs remote teams, ask about geographic coverage and support for remote employees.
Step 6: Evaluate vendor experience and support
To make an informed decision about the vendor’s level of experience, ask for references from similar-sized organizations or industry verticals. You might also request case studies showing secure handling or sustainability success. Evaluate the vendor’s support structure, including dedicated account reps, escalation paths, program customization options. For legal purposes, you may need to ask vendors to describe their insurance coverage, such as cyber liability, general liability, and pollution liability.
Step 7: Comparing ITAD vendors for final selection
Lastly, create a scorecard to compare vendors’ certifications, pricing, reporting, and service capabilities. Choose a partner that prioritizes security, transparency, and sustainability, not just affordability.
A well-structured RFP sets the foundation for a secure, compliant, and efficient ITAD program. If you’re seeking a certified ITAD provider with experience across a wide range of industries, turn to Quantum. Find out more about how we can help you create a compliant, sustainable ITAD program here.