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How to write an RFP for backup

Requirements, questions, and evaluation criteria specific to backup procurement

6 min read

RFPs are critical for procuring backup solutions due to the potentially catastrophic consequences of data loss and the increasing sophistication of cyber threats. A well-crafted RFP ensures the chosen solution aligns with an organization's specific recovery needs, compliance mandates, and risk tolerance.

What makes backup RFPs different

Backup RFPs are unique because a failure in this category can lead to the complete dissolution of an enterprise.

Unlike other software implementations where failure may result in operational inefficiencies, a poorly chosen or implemented backup solution can leave an organization vulnerable to data loss, ransomware attacks, and regulatory penalties.nnModern backup solutions must protect data across diverse environments, including physical servers, virtual machines, cloud platforms, and SaaS applications.

The RFP must address the complexities of hybrid-cloud architectures, data immutability requirements, and the need for rapid, orchestrated recovery in the face of cyber incidents. Furthermore, compliance with data privacy regulations like GDPR and industry-specific standards like HIPAA adds another layer of complexity, requiring detailed documentation and audit trails.

  • Data immutability and ransomware protection
  • Support for hybrid and multi-cloud environments
  • Recovery Time Objective (RTO) and Recovery Point Objective (RPO) targets
  • Compliance with relevant data privacy regulations

RFP vs RFI vs RFQ

Here's when to use each document type when procuring backup software.

RFI

Request for Information

Use early in your search to understand what vendors offer and narrow your list. Gather general capabilities, company background, and high-level pricing ranges.

RFP

Request for Proposal

Use when you know your requirements and want detailed vendor solutions and pricing. This is your main evaluation document for shortlisted vendors.

RFQ

Request for Quote

Use when requirements are fixed and you just need final pricing. Often used after RFP when you're ready to negotiate with finalists.

For backup solutions, an RFI is useful for initial market research and understanding vendor capabilities. An RFP is essential for detailed technical and commercial evaluation, particularly focusing on recovery capabilities and security features. An RFQ is generally unsuitable due to the complexity and customization involved in backup solution deployments.

Technical requirements checklist

Use this checklist when defining your RFP scope.

Data Protection

  • Backup and recovery for physical servers and virtual machines
  • Backup and recovery for cloud workloads (AWS, Azure, GCP)
  • Backup and recovery for SaaS applications (Microsoft 365, Salesforce)
  • Support for various operating systems (Windows, Linux)
  • Support for different database types (SQL Server, Oracle, MySQL)

Security

  • Data encryption at rest and in transit
  • Immutable storage options
  • Multi-factor authentication for administrative access
  • Integration with SIEM/SOAR platforms
  • Ransomware detection and prevention capabilities

Recovery

  • Granular file and folder recovery
  • Full system recovery
  • Bare metal recovery
  • Instant VM recovery
  • Automated disaster recovery orchestration

Storage and Retention

  • Support for various storage targets (on-premise, cloud, tape)
  • Data deduplication and compression
  • Customizable retention policies
  • Long-term archival options
  • Compliance with data retention regulations

Reporting and Monitoring

  • Real-time monitoring of backup and recovery jobs
  • Automated alerting and notifications
  • Detailed reporting on backup performance and capacity
  • Compliance reporting
  • Dashboards for visualizing key metrics

Questions to include in your RFP

Architecture & Deployment

  • Describe your solution's architecture, including components, data flow, and dependencies.
    Understanding the architecture helps assess scalability and resilience.
  • What deployment models are supported (on-premise, cloud, hybrid)?
    Ensures compatibility with your organization's infrastructure.
  • How does your solution ensure data isolation and security in a multi-tenant environment?
    Addresses potential security risks in shared environments.
  • What are the hardware and software requirements for the solution?
    Helps plan for infrastructure needs and compatibility.

Data Protection & Security

  • What encryption methods are used for data at rest and in transit?
    Ensures data confidentiality and integrity.
  • Describe your solution's immutability features and how they protect against ransomware.
    Critical for preventing attackers from deleting or modifying backups.
  • How does your solution integrate with existing security tools and processes?
    Enhances overall security posture and incident response capabilities.
  • What authentication and authorization mechanisms are supported?
    Controls access to sensitive backup data and administrative functions.
  • Does your solution support air-gapping or other offline backup methods?
    Provides an additional layer of protection against cyberattacks.

Recovery Capabilities

  • What are the supported recovery methods (granular file recovery, full system recovery, instant VM recovery)?
    Determines the flexibility and speed of recovery options.
  • What is the typical Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for various recovery scenarios?
    Ensures that recovery targets align with business requirements.
  • Describe your solution's disaster recovery orchestration capabilities.
    Automates the recovery process and reduces downtime.
  • Does your solution support automated testing and validation of backups?
    Verifies the integrity and restorability of backups.

Storage & Retention

  • What storage targets are supported (on-premise, cloud, tape)?
    Ensures compatibility with your organization's storage infrastructure.
  • What data deduplication and compression technologies are used?
    Reduces storage costs and improves backup performance.
  • How are retention policies configured and managed?
    Ensures compliance with data retention regulations.
  • What are the options for long-term archival of data?
    Provides a cost-effective solution for storing infrequently accessed data.

Reporting & Monitoring

  • What real-time monitoring and alerting capabilities are provided?
    Provides visibility into backup and recovery operations.
  • What types of reports are available (backup performance, capacity utilization, compliance)?
    Supports informed decision-making and compliance reporting.
  • How are alerts and notifications configured and managed?
    Ensures timely response to potential issues.
  • Does your solution integrate with existing monitoring and management tools?
    Streamlines operations and reduces administrative overhead.

Pricing & Licensing

  • Describe your pricing model (per terabyte, per workload, subscription-based).
    Understanding the pricing model is crucial for budgeting and cost forecasting.
  • What are the costs associated with implementation, training, and support?
    Identifies potential hidden costs and ensures a comprehensive cost analysis.
  • Are there any egress fees or API call charges for cloud storage?
    These fees can significantly increase the total cost of ownership.
  • What are the licensing terms and conditions?
    Understanding the licensing terms is crucial for compliance and avoiding unexpected costs.

Compliance and security requirements

Depending on your industry, you may need to require proof of these certifications and standards.

HIPAA

Required for organizations handling protected health information (phi). If applicable, request a Business Associate Agreement (BAA) and documentation of HIPAA compliance measures.

GDPR

Required for organizations processing personal data of eu citizens. If applicable, request documentation of GDPR compliance measures, including data residency and the right to be forgotten.

PCI DSS

Required for organizations handling payment card data. If applicable, request a current PCI DSS Attestation of Compliance (AOC).

SOC 2 Type II

Required for organizations providing services to other businesses. If applicable, request a SOC 2 Type II report to assess the vendor's security controls.

Evaluation criteria

Here is the suggested weighting for backup RFPs.

Functionality Fit How well the solution meets the stated requirements and business needs.
30%
Security Features The strength and effectiveness of the solution's security capabilities, including encryption, immutability, and access controls.
25%
Recovery Capabilities The speed, reliability, and flexibility of the solution's recovery options.
20%
Total Cost of Ownership (TCO) The overall cost of the solution, including licensing, implementation, training, support, and ongoing maintenance.
15%
Vendor Stability and Roadmap The vendor's financial stability, market position, and future product development plans.
10%

Red flags to watch

  • Lack of Immutability

    A backup solution without true immutability is vulnerable to ransomware attacks and data tampering.

  • Inadequate Cloud Support

    A solution that doesn't fully support cloud workloads and storage options may not meet modern data protection needs.

  • High Egress Fees

    Excessive egress fees for cloud storage can significantly increase the total cost of ownership during recovery.

  • Complex Licensing

    Overly complex licensing models can lead to unexpected costs and compliance issues.

  • Poor Customer Support

    Unresponsive or unhelpful customer support can hinder implementation and recovery efforts.

Key metrics to request

Ask vendors to provide benchmarks from similar customers.

Backup Success Rate

Indicates the reliability of the backup process.

Restoration Success Rate

Verifies the integrity and restorability of backups.

Data Deduplication Ratio

Measures the efficiency of storage utilization.

Recovery Time Objective (RTO)

Ensures that recovery targets align with business requirements.

Recovery Point Objective (RPO)

Determines the maximum acceptable data loss in the event of a disaster.