Why the K12 RFP Process is Broken (And How to Fix It)

The innate, inherent, and intrinsic challenges of RFPs.

The Hidden Flaws in the K-12 RFP Process

America’s public school system has had its share of challenges since its inception, challenges that have been, and continue to be, self-inflicted. Worse, such challenges are routinely compounded by cumbersome requirements and procedures intended to provide order and efficiency by following the three hallmarks of corporate America: process, precision, and uniformity. This was the spirit, or absence of, that ushered in the famous (now infamous) Request for Purchase or RFP.

A birthchild of capitalism and democracy the RFP was to be a mechanism that would ensure fairness, accountability, transparency, and the like in the procurement process. 

Why RFPs Fail to Deliver for School Districts

Those good intentions, however, have validated the suggestion that all rationalistic systems eventually turn on themselves. That is, they end up producing the opposite of what they initially intended to produce. In the case of RFPs, they consistently produce inaccuracies, delays, change orders, etc., which create frustration, anger, and conflict among administration, boards, and vendors. To be fair, RFPs could conceivably be a phenomenal way to procure, but the process to create one that is truly harmonious with the district’s objectives and success criteria is so fundamentally flawed and overly cumbersome that the deliverable—the RFP—has no possible outcome other than being latent, misaligned, and untenable. That nuance really drives home why the tool itself, rather than just the way it’s used, is such a persistent problem. Without changes, these issues will persist so long as RFPs remain the primary option for school districts, be it out of blind habit or the misguided belief that RFPs are the sine qua non of excellent procurement.

The Impact of RFP Delays on School Safety

If justice delayed is justice denied, then safety delayed is safety denied.

And it is both unfathomable and ineffable to imagine that educators would intentionally deny the safety and security to those they are responsible for protecting. Being a rationalistic product in a rationalistic system, RFPs make that nefarious notion possible. Delaying the purchase of instructional materials or furniture is one thing, and bad in and of itself. But delaying the procurement of products and services intended to ensure the safety and well-being of students and staff is not only irresponsible but also criminal. It is delusional to believe that there is accomplishment in getting better at doing the wrong thing. Nonetheless, that is the prevailing practice pertaining to RFPs in districts across the country.

It is not all doom and gloom, however. 

A Better Alternative: The GSA Contract for Schools

There is an alternative to the RFP, particularly as it relates to safety equipment and technology, the Federal General Services Administration (GSA) contract. The GSA contract offers what RFP promised, order, accountability, and quality, among others. Districts should be required to use the GSA contract when it comes to matters of safety. It is daunting enough for teachers to perform at their best and for students to achieve at the highest levels in unsafe and unsecured schools. Thus, there must be a sense of urgency to ensure safe environments for teaching and learning. The word school means to learn in leisure. 

Creating Safe and Secure Learning Environments

Learning in leisure means that safety is woven into the fabric of school culture, and afterthought because it is a lived experience—that same experience one has when entering a library: not anxiety and fear, but rather, peace and tranquility, which facilitate learning.

RFPs are a problem, and so are those who choose to use them when dealing with the well-being of others. If happiness is the coincidence of moral certitude and noble purpose, then it is both moral and noble to ensure the safety and security of our schools. Use the alternative to the RFP, the GSA contract, and revel in the happiness that follows.

How Can We Help?

At ICU Technologies, we know that student and staff safety should never wait. That’s why we offer streamlined procurement solutions through both the California Multiple Award Schedules (CMAS) and Federal General Services Administration (GSA) contracts. These alternatives to the traditional RFP process enable your district to quickly and confidently acquire approved safety equipment and technology—without unnecessary delays or complications.

Discover how CMAS and GSA purchasing works, and let us help you leverage both CMAS and GSA contracts to create safer learning environments. Explore your options or contact us today to get started building a safer, more secure school community.