It’s best practice to use an RFP (request for proposal) when your organization is considering major changes to the website, databases, network, or other issues. The RFP provides an opportunity to think through all of your needs in that area, and also gives you a better chance of comparing "apples to apples" when you receive information from various vendors. You can access a sample RFP from www.TechSoup.org. Even small projects can benefit from consideration of the details that can be included in the RFP. Your detail can also help the vendor ask the right questions so that you really get what you need, and not just what you thought you wanted.