Higher Education RFP Creation & Vendor Evaluation
Simplify vendor management, procurement, and strategic planning for educational institutions. From LMS platforms to lab equipment, get stakeholders aligned and decisions documented efficiently.
Procurement in higher education is often more complex than in the private sector. Universities, colleges, and school boards have to manage tight budgets, public accountability, and a wide range of procurement needs — from IT infrastructure and facility upgrades to academic program services and campus operations.
The problem? RFP creation and evaluation processes are still dominated by manual document assembly, fragmented stakeholder input, and time-consuming vendor evaluation.
Paperfly changes that. We help educational institutions create clear, compliant RFPs in English and French, collect vendor responses in a structured format, and instantly grade submissions as soon as they arrive — ensuring a fair, transparent process for every procurement project.
Why Higher Education RFPs Are Challenging
Colleges, universities, and school boards face unique obstacles in their RFP processes:
Multiple approval layers — procurement, academic departments, IT, facilities, and finance
Bilingual documentation requirements in many regions
Variety of procurement needs, from highly technical IT systems to construction and service contracts
Compliance with public procurement rules and internal policies
Manual vendor evaluation that eats up staff time and delays decision-making
When these challenges pile up, procurement teams risk issuing RFPs that are inconsistent, unclear, or incomplete — leading to weak vendor responses and longer project timelines.
How Paperfly Solves These Problems
Paperfly was designed to bring clarity and speed to the higher education procurement process.
Start with RFP templates tailored for academic institutions — whether you’re sourcing new campus security systems, learning management platforms, or food service vendors.
Generate your RFP in English, French, or both, without duplicating work.
Each RFP includes an auto-generated vendor Q&A form link. Responses match your RFP structure, making vendor comparisons straightforward.
Submissions are graded against your chosen rubric immediately upon arrival, giving you an instant ranked list of vendors.
Share RFP drafts with department heads and stakeholders for sequential review. Live simultaneous editing is coming soon.
All RFPs, vendor responses, and scores are stored securely for compliance with public procurement requirements.
Notify vendors of their selection status in one step, directly from the Paperfly platform.
Example: University Learning Management System RFP
Scenario
A large university is replacing its outdated learning management system (LMS). The procurement team needs to gather requirements from IT, academic departments, accessibility services, and legal.
RFP drafted and finalized in under 4 days
All vendor responses in a consistent format
Vendor scoring completed automatically
Step 1 – Gathering Requirements
Each department’s requirements are uploaded into Paperfly for consolidation.
Step 2 – RFP Drafting
Paperfly generates a bilingual RFP that includes technical specifications, accessibility compliance, and support requirements.
Step 3 – Vendor Q&A Link
Vendors receive a link to a structured response form, ensuring each submission addresses the same points for easy comparison.
Step 4 – Auto-Grading Responses
Responses are scored instantly based on criteria such as feature set, accessibility, technical compliance, and cost.
Step 5 – Final Decision
The procurement team reviews the top-ranked submissions in detail before notifying vendors of the results via bulk messaging.
The Benefits of Automating Your RFP Process
Faster Procurement Cycles
Reduce the time it takes to draft, issue, and evaluate RFPs, so you can get critical projects moving faster.
Improved Compliance & Transparency
Maintain a clear, auditable trail for every procurement project, ensuring fairness and compliance with public sector rules.
Better Vendor Selection
Structured responses and automated scoring help you identify the best-fit vendors based on objective, consistent criteria.
Reduced Administrative Burden
Free up your procurement team from manual tasks so they can focus on strategic sourcing and vendor management.
Frequently Asked Questions
Why Paperfly is the Right Choice for Higher Education
Built for the unique needs of public sector procurement
Intuitive platform that’s easy for all stakeholders to use
Reduces RFP timelines from months to weeks
Ensures a fair, transparent, and auditable process
Ready to Streamline Campus Procurement?
Join educational institutions that have reduced committee review time by 30-40% while maintaining full compliance and transparency.
Draft RFPs in ~30 minutes
From kickoff to first draft