Evaluating Your ITAD Program Using the RFP Toolkit
Selecting the right IT Asset Disposition (ITAD) partner has never been more important or more complex. With increasing regulatory scrutiny, growing ESG expectations, tight technology budgets, and rapidly changing technology lifecycles, organizations need a structured, informed approach to ITAD vendor selection. That’s why Dynamic Lifecycle Innovations created the ITAD RFP Toolkit; an industry-first, vendor-agnostic resource designed to help organizations confidently navigate every stage of the ITAD RFP process. From reviewing your current program, to assessing the industry, to choosing candidates, and onboarding a new vendor, this toolkit gives a guideline that builds confidence from start to finish.
Before issuing an ITAD RFP or exploring new vendors, it’s essential to understand how your current IT Asset Disposition (ITAD) program is performing. Without a clear assessment, organizations risk making decisions based on assumptions rather than insight.
That’s why Phase 1 of the ITAD RFP Toolkit focuses on a foundational step: evaluating your ITAD program. This phase is designed to help organizations step back, assess current performance, and determine whether a vendor review or RFP is needed — before moving further in the process.
Phase 1 of the toolkit highlights common scenarios that often signal it’s time to take a closer look at your ITAD program.
Why Periodic ITAD Program Reviews Matter
ITAD programs are not static. Business needs evolve, asset volumes fluctuate, regulatory expectations change, and sustainability priorities continue to expand. A program that met your organization’s needs in the past may not be as well aligned today.
Regular ITAD program reviews help organizations:
Ensure vendors continue to meet security, compliance, and reporting expectations
Identify gaps or inconsistencies before they become larger risks
Confirm alignment with sustainability, ESG, and value recovery goals
Recognize when market or operational changes warrant a vendor re-evaluation
Rather than waiting for issues to surface, periodic assessment allows teams to be proactive and informed.Â
When to Evaluate Your ITAD Program
The Educational Resource for Phase 1 reviews triggers both internal and from the vendor that would signal it is time to take a closer look at your ITAD program.Â
These may include:
Contract renewals or upcoming expirations
Changes in asset volume, refresh cycles, or deployment models
Shifts in sustainability or ESG priorities
Organizational changes such as mergers, acquisitions, or expansion
Inconsistencies in service, reporting, or communication
These moments provide a natural opportunity to reassess whether your ITAD program is still supporting your organization’s needs.
A Clear, Practical Way to Assess Program Health
To support this evaluation, the ITAD RFP Toolkit includes an educational guide and assessment tool specifically designed for Phase 1. This resource walks organizations through a structured review of their current ITAD program, focusing on performance indicators, service alignment, and areas that may require closer attention.
The program assessment calculator tool allows you to grade your current program on key metrics. It also allows for weighting of the calculations to match your key needs. An honest evaluation of your current program is important when deciding whether to launch a new RFP.
The tool helps teams:
Ask the right questions about current vendor performance
Identify indicators of misalignment within their program
Build internal alignment before considering next steps
Importantly, the resource is customizable and brand-agnostic. It is not intended to drive a specific outcome, but to help organizations gain clarity and decide what makes sense for their program.
Setting the Foundation for the RFP Process
Phase 1 plays a critical role in setting the foundation for the rest of the ITAD RFP Toolkit. By clearly understanding your current state, you can approach vendor research, RFP development, and evaluation with greater confidence and focus.
Whether the result is maintaining your current vendor relationship, making targeted improvements, or preparing to go out for RFP, Phase 1 ensures those decisions are informed and intentional.
Start with Phase 1
Evaluating your ITAD program doesn’t have to be complex or time-consuming. Phase 1 of the ITAD RFP Toolkit provides a straightforward way to assess where your program stands today — and determine the right path forward.
By starting with a structured, thoughtful review, organizations can better align their ITAD program with evolving business, security, and sustainability needs.
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