“Yes — we would confidently recommend ProcurePro and have been working with them for many years. Their support was proactive, thorough, and always focused on helping us move forward, even when things got challenging.” 

Challenge:

Our client embarked on a strategic initiative to modernize and future-proof its Managed File Transfer (MFT) platform — a critical backbone supporting secure data exchange across the organization and its members. The existing legacy system, built over decades, had become increasingly difficult to support and presented growing operational and security risks. With data protection, compliance, and long-term scalability in mind, our client sought to upgrade to a more robust and reliable solution. Given the complexity of the environment, the strategic importance of the initiative, the organization engaged ProcurePro for expert guidance through the sourcing and negotiation process. 

How did ProcurePro help?

ProcurePro provided end-to-end support to ensure a structured, efficient, and risk-managed procurement process: 

1. Market Research – ProcurePro conducted detailed market scans and supplier analysis to identify qualified suppliers with a proven track record in secure file transfer technologies suited to our client’s needs and technical environment.
2. Managed RFP and Evaluation –  ProcurePro led the end-to-end RFP process — from requirements gathering to RFP documentation and distribution. We facilitated supplier Q&A, managed proposal submissions, and orchestrated a rigorous evaluation process involving cross-functional stakeholders to ensure alignment on both technical and business fit. Additionally, we facilitated supplier presentations and led the formal final recommendation for executive approval.
3. Contract Negotiation –ProcurePro facilitated the negotiation process in close collaboration with our client and legal counsel, covering both the Master Services Agreement and the Statement of Work. While the selected supplier demonstrated limited flexibility, we consistently advocated for clarity around project deliverables, acceptance and governance. We flagged potential risks and helped our client navigate trade-offs and decisions around scope, resourcing, and timeline, while preserving forward momentum.

Throughout the process, ProcurePro facilitated communication between legal, technical, and executive teams — ensuring communication and status were clear, and priorities remained aligned. 

What was the outcome?

While the selected supplier presented significant challenges, the project is moving forward and we expect a successful implementation and migration to be completed in 2026. 

The selected MFT platform is ultimately the right fit — scalable, secure, and well-suited to replace the legacy system. The project continues to progress toward its long-term transformation goals. 

Would we recommend ProcurePro? 

Client: “Yes — we would confidently recommend ProcurePro and have been working with them for many years. Their support was proactive, thorough, and always focused on helping us move forward, even when things got challenging. We appreciated that they were fully invested and “brought the experience, structure, and strategic lens we needed.”