It is necessary to specify, in detail, the specific functional performance and capacity requirements as part of the hardware purchasing process. The document specifying these detailed requirements is usually called a Request for Proposal or 'RFP'. See Request for Proposal for a more detailed description of how to create such a document.

• Where hardware is purchased without adequate analysis your organisation may :-

1. Purchase inappropriate hardware for the required task.
2. Purchase a system that does not comply with your Technical Architecture or IT Strategy.
3. Fail to achieve the best value when (e.g.) price, performance, reliability, capacity and support issues are considered.

• Ensure that you identify your business and technology requirements adequately and clearly by drawing up an RFP.
• Investigate a range of possible suppliers and ask three or four to quote.

• Supplying confidential information to a vendor can lead to commercial damage thorough unauthorised disclosure.

• Only disclose the minimum information to suppliers, using high level, general terms.
• Where full disclosure is necessary, insist on a Non Disclosure Agreement.

• A number of comparable bids are necessary to make an informed comparison and purchase appropriately; without these you risk a sub-optimum quote.

• Ensure that the RFP is clear and concise, with key requirements tabled and prioritised. In particular, the supplier should be clear about your expectations of price, time frame etc.