Ordering one laptop is simple. But what if you needed to source 50 high-performance workstations with accessories, warranties, and timelines? That’s a job for structured procurement — and Power RFP makes it fast, transparent, and vendor-competitive.
Here’s how to build and manage an RFQ for large-scale workstation procurement using Power RFP.
Step 1: Define Exactly What You Need
Start by outlining the full package per workstation — not just the laptop specs, but everything needed to get engineers up and running.
Workstation package includes:
- 15” professional laptop
- Compatible docking station
- Additional laptop charger
- Two (2) 27” monitors per user
- Delivery to office site
Minimum laptop specifications:
- Processor: Intel i7 or AMD equivalent
- RAM: 16GB minimum
- Storage: 512GB SSD
- Battery: 8+ hours of runtime
📂 Tip: If your internal IT or security policies dictate specific brands or models, attach those documents to avoid misquotes or non-compliant proposals.
Step 2: Set Up the RFQ in Power RFP
Create a new project in Power RFP titled something like:
“RFQ – Engineering Laptop Workstations (Qty 50)”
In the Scope of Work section, include a summary like:
We are procuring 50 full workstation setups for our engineering department. Vendors are requested to submit a quote for 50 workstation packages, including laptops, docking stations, chargers, and dual 27” monitors. Delivery must be completed in one shipment. Warranty details and shipping logistics must be included.
Upload any supporting attachments, such as:
- Internal IT policy
- Security compliance standards
- Delivery address or floor layout
Set RFQ launch and close dates:
- Launch: June 3
- Close: June 10
- Review window: June 11–14
- Decision: June 17
Step 3: Add Key Vendor Questions
Use Power RFP’s built-in questionnaire tool to clarify vendor capabilities beyond basic specs.
Sample questions to include:
- Are you an authorized reseller for the products proposed?
- What is the standard and extended warranty for laptops and accessories?
- What is your expected lead time from order to delivery?
- Do you offer volume discounts or bundled pricing?
- Can all items ship together in one delivery?
📂 Tip: Avoid email back-and-forth by requiring all questions be answered within the platform — no PDFs, no gaps.
Step 4: Define Your Evaluation Criteria
Large IT purchases often involve multiple stakeholders — so define your criteria upfront to ensure everyone’s aligned when reviewing proposals.
Here’s a suggested scoring breakdown:
| Criteria | Weight (Out of 5) |
| Price | 5 |
| Service level compliance | 5 |
| Delivery timeline | 5 |
| Ease of doing business | 5 |
| Experience & support | 4 |
📂 Tip: If installation or configuration is handled internally, you can focus scoring more heavily on pricing, fulfillment, and warranties.
Step 5: Invite Vendors & Launch
Invite your preferred IT vendors directly within Power RFP. You can also include new potential suppliers if you want to increase competition.
Include a short message like:
“We are requesting proposals for 50 workstation packages for our engineering team. Please review the scope and specifications, and submit your best quote by [date].”
Once launched, vendors will receive access to the full RFQ package, questions, and submission instructions — all in one place.
Step 6: Review & Compare Submissions
Once proposals start arriving, Power RFP displays them in a standardized view. You can:
- Compare configurations (Good/Better/Best)
- Evaluate pricing, warranty, and delivery timelines
- Check documentation and response completeness
- Score and shortlist top options collaboratively
📂 Tip: Use tags or notes in Power RFP to track vendors offering bundled accessories, free shipping, or faster fulfillment.
Step 7: Select Your Vendor & Finalize
When you’ve reviewed and scored all responses, select your vendor, notify them directly through the platform, and export all documentation for your internal approval process.
Then:
- Download and archive responses for compliance
- Save alternate vendors as future options
- Duplicate the RFQ for future hardware purchases
Final Thoughts
For large-scale tech rollouts, Power RFP gives your team the structure to source smarter, move faster, and reduce spend — all while keeping your engineers productive and your procurement airtight.
Try Power RFP for free and take control of your next IT procurement cycle.