Why Excel Is Failing Clinical Vendor Selection And How RFI/RFP Optimization Changes The Game

By Kalyan Obalampalli (KO), founder, ClinAI

Selecting the right vendors can determine whether a clinical trial advances smoothly or stalls under budget overruns and delays. Yet many teams still rely on spreadsheets for RFI/RFP management—a method that quickly breaks down as trials grow more complex. Excel obscures cost shifts, requires tedious manual reviews, and delays critical decisions, exposing sponsors to hidden risks. A structured RFI/RFP process offers a smarter path. When executed effectively, it shifts vendor selection from a reactive exercise to a strategic advantage. Sponsors gain transparency into pricing, clearer comparisons of capabilities, and the ability to identify the strongest partners early.

By starting evaluations ahead of time, defining requirements precisely, involving expert reviewers, and leveraging technology, organizations can streamline selection, save resources, and avoid costly missteps. Clin.AI was built to optimize this process. By combining RFI/RFP best practices with automation, the platform delivers real-time cost and timeline insights, accelerates vendor comparisons, and simplifies compliance. In an industry where vendors are the doers and sponsors are the dreamers, choosing the right partner is too important to leave to outdated tools. RFI/RFP optimization ensures every decision is data-driven, strategic, and built for trial success.