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How to write an RFP for satellite

Requirements, questions, and evaluation criteria specific to satellite procurement

8 min read

Procuring satellite connectivity requires a unique approach, given the complexities of orbital mechanics, regulatory compliance, and the critical nature of reliable communication in remote or mobile environments. A well-structured RFP is essential for navigating these challenges and ensuring that the selected vendor can meet your specific needs for coverage, bandwidth, and security.

What makes satellite RFPs different

Satellite connectivity RFPs differ significantly from terrestrial network RFPs due to the technical intricacies of satellite orbits, frequency bands, and atmospheric conditions. Unlike fiber or cellular, satellite performance is subject to factors like rain fade, signal latency due to distance, and the vendor's satellite deployment strategy.

Regulatory compliance is also a major concern, as satellite communication is governed by international treaties and national regulations regarding spectrum usage and data sovereignty.

Organizations must also consider the physical environment where the satellite terminal will be located, ensuring that the hardware is ruggedized for extreme temperatures, vibration, or maritime conditions.nnFurthermore, the long-term capital intensity of satellite infrastructure demands a careful evaluation of the vendor's financial stability and technology roadmap.

Unlike a terrestrial provider, swapping satellite vendors can be difficult and expensive once hardware is installed in remote locations. Therefore, the RFP must delve into the vendor's plans for inter-satellite links, AI-driven network management, and the ability to adapt to evolving connectivity demands.

The RFP should also clarify the Service Level Agreements (SLAs), focusing on Committed Information Rates (CIR) rather than just "best-effort" performance.nnFinally, security considerations are paramount, especially when transmitting sensitive data over satellite links. The RFP should address encryption standards, data residency requirements, and the vendor's ability to prevent single points of failure at the ground station level.

In regulated industries, the ability to bypass the public internet entirely via private ground stations or direct cloud on-ramps is a vital differentiator.

  • Coverage area and signal availability at specific geographic coordinates, accounting for potential weather impacts.
  • Latency requirements for real-time applications, considering the differences between GEO, MEO, and LEO satellite orbits.
  • Data security and compliance with relevant regulations (e.g., GDPR, HIPAA) based on the data path and ground station locations.
  • Vendor's financial stability and long-term technology roadmap, including plans for constellation upgrades and new service offerings.

RFP vs RFI vs RFQ

Here's when to use each document type when procuring satellite 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 satellite connectivity, an RFI is useful for initial market research to understand the range of available technologies and vendors. An RFP is necessary for a detailed evaluation of technical capabilities, service level agreements, and pricing models. RFQs are typically not suitable due to the complexity and customization required for satellite solutions.

Technical requirements checklist

Use this checklist when defining your RFP scope.

Coverage and Bandwidth

  • Specific geographic coverage requirements (including coordinates)
  • Minimum guaranteed bandwidth (upload and download)
  • Burst speeds and data overage policies
  • Support for multiple devices and concurrent users
  • Signal availability during adverse weather conditions

Latency and Performance

  • Maximum acceptable latency for real-time applications
  • Jitter and packet loss requirements
  • Quality of Service (QoS) guarantees
  • Network optimization features (e.g., TCP acceleration)
  • Support for SD-WAN integration

Security and Compliance

  • Encryption standards (e.g., AES-256)
  • Data residency requirements and ground station locations
  • Compliance with relevant regulations (e.g., GDPR, HIPAA, SOC 2)
  • Private network options and secure interconnects
  • Vulnerability management and incident response procedures

Hardware and Installation

  • Terminal specifications (size, weight, power consumption)
  • Environmental tolerance (temperature, vibration, salt spray)
  • Installation requirements (site survey, mounting options)
  • Power requirements and backup power options
  • Remote management and monitoring capabilities

Support and Service Levels

  • 24/7 technical support and response times
  • Service Level Agreements (SLAs) for uptime and performance
  • On-site support and maintenance options
  • Remote troubleshooting and diagnostics capabilities
  • Escalation procedures for critical issues

Questions to include in your RFP

Coverage and Availability

  • What is your documented signal availability at our specific geographic coordinates during a 1-in-10-year rain event?
    Ensures the vendor provides localized atmospheric data rather than a generic global uptime percentage.
  • Describe your multi-orbit capabilities and how you ensure seamless failover between different satellite constellations.
    Ensures network stability even if one constellation faces an outage.
  • What is the typical time to achieve "signal lock" after arriving at a new location?
    Critical for rapid deployment in disaster recovery or construction scenarios.
  • Provide a map of your ground station locations and explain how they ensure geographic redundancy.
    Reveals the robustness of their terrestrial infrastructure.

Latency and Performance

  • What is the typical end-to-end latency from our remote terminal to our primary cloud region?
    Essential for assessing the suitability for real-time applications.
  • Describe the Layer 7 application optimization features built into your modem, and how they handle TCP acceleration over high-latency links.
    Identifies whether the vendor understands the software challenges of satellite networking.
  • What is your Committed Information Rate (CIR) guarantee for our chosen service plan?
    Ensures a minimum level of throughput regardless of network load.
  • How do you prioritize critical VoIP traffic over lower-priority data streams?
    Essential for maintaining clear voice communications.

Security and Compliance

  • What encryption standards do you use for data transmission, both in space and on the ground?
    Ensures data confidentiality and integrity.
  • Describe your approach to key management and how you protect encryption keys from unauthorized access.
    Critical for maintaining the security of encrypted data.
  • Can you provide a technical schematic of your gateway diversity and how it prevents a single point of failure at the ground station level?
    Assesses the robustness of their terrestrial infrastructure.
  • What certifications do you hold (e.g., SOC 2, HIPAA, PCI-DSS) and can you provide audit reports for our review?
    Verifies compliance with relevant industry standards.

Hardware and Installation

  • What is the average terminal power consumption during peak upload cycles, and does the unit require active cooling in ambient temperatures above 40°C?
    Critical operational cost for remote sites using solar or generator power.
  • What is the antenna size and weight, and what mounting options are available?
    Determines the ease of installation and suitability for different locations.
  • Describe the ruggedization features of your terminal and its ability to withstand extreme temperatures, vibration, and salt spray.
    Ensures reliable operation in harsh environments.
  • What is the expected lifespan of the terminal, and what is your replacement policy?
    Helps estimate the long-term cost of ownership.

Pricing and Licensing

  • Provide a detailed breakdown of your pricing model, including monthly subscription fees, data overage charges, and equipment costs.
    Ensures transparency and avoids hidden costs.
  • Do you offer volume discounts for multiple sites or long-term contracts?
    Can significantly reduce the overall cost of the solution.
  • What are your data overage charges, and do you offer a "soft cap" option where performance is throttled instead of incurring additional fees?
    Helps manage data usage and avoid unexpected costs.
  • Are there any additional fees for installation, support, or maintenance?
    Provides a complete picture of the total cost of ownership.

Vendor Stability and Roadmap

  • What is your company's financial stability and long-term business plan?
    Ensures the vendor will be around to support your needs in the future.
  • Describe your roadmap for future satellite deployments and technology upgrades.
    Indicates the vendor's commitment to innovation and improving service quality.
  • What is your launch cadence, and how frequently do you replace aging satellites?
    Ensures network performance will not decline over time.
  • Do you have inter-satellite laser links (ISL) in your constellation, and how do they improve performance?
    ISLs can significantly reduce latency and improve network efficiency.

Compliance and security requirements

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

SOC 2 Type II

Required for all enterprise deployments. If applicable, request a copy of their latest SOC 2 Type II audit report.

GDPR

Required if processing personal data of eu citizens. If applicable, request information on their data processing agreements and data residency policies.

HIPAA

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

PCI-DSS

Required if processing credit card information. If applicable, request their PCI-DSS compliance certificate and Attestation of Compliance (AOC).

ITAR

Required if dealing with defense-related technology or data. If applicable, verify their compliance with International Traffic in Arms Regulations (ITAR).

Evaluation criteria

Here is the suggested weighting for satellite RFPs.

Coverage and Availability Extent to which the vendor can provide reliable coverage at required locations.
20%
Latency and Performance Ability to meet latency requirements for critical applications.
20%
Security and Compliance Strength of security measures and compliance with relevant regulations.
15%
Total Cost of Ownership Overall cost including equipment, installation, and ongoing service fees.
15%
Vendor Stability and Roadmap Financial health and commitment to future technology development.
15%
Service and Support Quality and responsiveness of technical support services.
10%
Scalability Ability to easily increase bandwidth or add new sites as needed.
5%

Red flags to watch

  • "Best Effort" Only SLAs

    Indicates a lack of commitment to guaranteed performance and reliability.

  • Lack of Transparency in Sub-processors

    Raises concerns about data security and compliance, especially for regulated industries.

  • Single Point of Failure (Hardware/Software)

    Creates a significant risk of network outages and service disruptions.

  • Evasive Security Posture

    Suggests potential weaknesses in their security controls and data protection practices.

  • Hidden "Infrastructure Fees"

    Inflates the total cost of ownership and makes it difficult to compare pricing across vendors.

  • Lack of Relevant Industry Case Studies

    Indicates limited experience with your specific requirements and use cases.

Key metrics to request

Ask vendors to provide benchmarks from similar customers.

Average implementation time for similar deployments

Provides realistic expectations for deployment timelines.

Customer satisfaction scores (CSAT) or Net Promoter Score (NPS)

Indicates the overall quality of service and support.

Mean Time To Repair (MTTR)

Measures the speed and effectiveness of their support team.

Network uptime percentage

Reflects the reliability and stability of their network.

Data throughput and latency under various network conditions

Validates their ability to meet performance requirements.

Number of active satellites in their constellation

Indicates the capacity and redundancy of their network.