Why RFPs Can Hurt Your IT Budget (And What to Do Instead)

What Impacts the Cost of IT Services?

The cost of IT services can vary widely depending on the provider, location, and service model. In many cases, pricing is influenced by the scope of work included in the contract. For instance, some providers focus only on reactive support, while others deliver proactive monitoring, patch management, and vCIO-level planning.

In addition, the number of users and devices directly affects overall cost. A growing company with 50 employees will naturally pay more than a small team of five. However, per-user pricing structures often make scaling more predictable.

Another important factor is compliance and security requirements. If your business must adhere to HIPAA, CMMC, or SOX standards, the IT provider will need to implement additional safeguards, which raises the investment. Therefore, it is crucial to compare providers not just on price, but also on their ability to meet your industry’s standards.

Average IT Service Pricing Models

When preparing an RFP, it helps to understand the most common IT pricing models:

• Per-User or Per-Device: Predictable monthly cost tied to headcount or hardware.

• Tiered Packages: Basic, standard, and premium bundles that scale with business needs.

• Custom Solutions: Tailored agreements for complex environments, hybrid cloud setups, or high-security industries.

Moreover, some managed service providers combine these models. For example, they may offer per-user pricing for help desk support while charging separately for advanced cybersecurity services.

Why Costs Differ Between Providers

Although two proposals may look similar at first glance, the value delivered can differ greatly. Some providers include only basic monitoring, while others add backup, disaster recovery, or cloud strategy consulting. In other words, a lower monthly fee may not provide the coverage your business actually requires.

Therefore, when reviewing proposals, look beyond the line items. Consider the provider’s experience, response times, and track record with businesses in your industry. In the long run, paying slightly more for comprehensive support can prevent costly downtime and security incidents.

Get a Clear Picture of Your IT Costs

Creating a strong RFP requires more than simply asking for “IT support.” You need a clear picture of what your business expects, how many users need coverage, and whether compliance frameworks must be met. Once those details are outlined, you can compare providers on a level playing field.

At RPM Computing, we help organizations in Huntsville and across Alabama build transparent, easy-to-understand IT proposals. As a result, decision-makers can see exactly where their money goes and how technology investments support business goals.

📩 Ready to understand your IT service costs? Contact us today