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How to write an LMS RFP
Proposals come back incomparable because each bidder was asked a different question. Pin the requirement level, the evidence to submit and the verification method to every line, and "yes, we support that" stops counting as an answer.
The 8 steps of an LMS RFP
Each step closes one of the holes that make proposals impossible to compare.
-
State the scope of the procurement in one sentence
Put headcount, term, what happens to the incumbent and the budget band on page one. Without that sentence every bidder sizes a different deal. -
Attach your as-is inventory to the RFP
Learner count, systems you integrate with, content formats and volume. Without that table, integration effort and migration come back as "to be discussed separately". -
Split the requirements into Must, Should and May
Must disqualifies if unmet, Should is scored, May is a bonus. Writing every line at the same weight is the same as requiring nothing. -
Name the evidence — down to the document
The buyer states first what has to be submitted before support is credited. Name it as a document: the certificate and its certified scope, the load-test figure and its conditions. -
Fix the verification method yourself, in advance
Assign each requirement one method: demo, document, PoC, four-week pilot or contract clause. Let the bidder choose and you see only what they are good at. -
Publish the scoring and the disqualification rule
Hide the weighting and bidders compete on price alone. Settle how a conditional response is treated before evaluation day, not on it. -
Take the pricing as a three-year TCO
Compare year-one licences and the ranking flips in year three. A blank cell is not zero but "not stated", and it is scored down. Figures by headcount: what an LMS costs. -
Demand the exit terms at RFP stage
Export format, schema, lead time, ownership of content you created. Verification means opening the exported sample file yourself.
The 60 requirements: 32 Must, 27 Should, 1 May
All eight security requirements (46–53) and all three cost and contract requirements (58–60) are Must. Full wording sits in the CSV and the scoring table in the comparison checklist, and the item numbers are the same.
The 5 pieces of evidence to demand from any vendor
These five cannot be answered with words. Require the middle column, in that form, from every bidder.
| Evidence | Form to require | What TouchClass submits |
|---|---|---|
| Load-test results | The result plus its conditions, stated as not a guaranteed steady-state capacity | 18,000 concurrent users, load-test result (not a guaranteed capacity) |
| Largest single-customer learner count | The maximum for one customer. A sum across customers is not accepted | Largest single customer 39,000 learners · 17 financial institutions, about 135,800 cumulative users |
| Uptime record · incident history | Length of continuous operation · incident history for the last three years · SLA | AWS-based · five years of uninterrupted operation in the financial sector. SLA and incident history at contract stage |
| Processor security-audit record | Auditing body · year · score, with the supporting evidence | Processor security audit 99.1 points (2023) · liability insurance |
| Verification with the certification body | The certificate itself · certified scope · validity period. The buyer does the lookup | ISMS-P · ISO/IEC 27001 — isms-p.or.kr · security detail |
The 3 requirements TouchClass answers conditionally
Three of the 60 are not answered "Met". Put the same question to every bidder.
Career paths against a role-and-skills graph
Interest-keyword curation and recommendation are supported. A structured role-and-competency skills graph requires separate design work.
Ask every bidder: is the skills taxonomy built into the product, or does the customer build it?
Separating AI analysis from high-stakes HR decisions
The AI recommendation and analysis features exist. Separating their output from promotion, appraisal and compensation only holds with the customer's own data-use policy and audit structure alongside it.
Ask every bidder: the right answer is a commitment to put the permitted use of learning data in the contract.
Capture prevention and the iOS constraint
Capture logging and masking are supported. On iOS, complete blocking is not claimed. That is an OS-level constraint rather than one product's limitation.
Ask every bidder: if the answer is "complete blocking", try to capture on a real device yourself.
Frequently asked questions
Where do AI requirements go in an LMS RFP?
In their own chapter, never blended into the general functional requirements. Write "does it have AI" as one functional line and the answer comes back "yes, supported", with the controls, the evidence and the cost model all missing. The items for that chapter are the 8 AI control requirements.
Where does learning-data export belong in the RFP?
In both the integration requirements (54–55) and the termination requirement (60). If learning data only ever lands in a vendor's proprietary format, changing platform erases years of history. Make bidders state their coverage of the interoperability standards (SCORM, xAPI, LTI and Open Badges) as well.
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