If your organization is moving beyond one‑off purchases to a standardized rollout, a formal RFP is the fastest way to separate marketing from measurable performance. The right framework helps you compare standing desk offers on the factors that actually matter in daily use—stability, noise under load, lift speed, packaging, cable management readiness, and service—not just unit price. Use this practical template and scorecard to source height adjustable desks and standing desk frames with fewer surprises and better long‑term value.

What to benchmark (and why it matters)

• Stability at height: The No. 1 predictor of adoption. Test corner‑push damping and monitor ripple with dual arms at your standing preset. Ask for a rigid standing desk frame with long feet, a reinforced crossbar, and three‑stage lifting columns.

• Noise under load: In open offices, motion should land in the mid‑40s dB(A) at ear height. Require a control box with soft start/stop ramps so end‑of‑travel thumps don’t carry.

• Lift speed under load: Real numbers at 30–45 mm/s with a defined desktop and accessories. Unloaded speeds aren’t meaningful.

• Cable management readiness: You want a rear metal cable tray, a surge‑protected power strip, and a vertical cable chain in the kit so there’s one clean power drop to the floor. This eliminates snags, flicker, and anti‑collision false trips.

• Safety and controls: Bidirectional anti‑collision, reliable synchronization (Hall sensors), a readable desk controller with memory presets, and a clear reset procedure.

• Packaging and damage‑in‑transit (DIT): ISTA‑tested cartons and palletization reduce DOA rates. This is the cheapest insurance you can buy.

• Documentation and compliance: BIFMA‑relevant stability/durability data for the frame, CE/FCC where applicable for electronics, and RoHS materials statements.

• After‑sales support: Spare parts (lifting column, control box, desk controller) available with advance replacement and a 48‑hour ship SLA.

The RFP structure (what to request, line by line)

1. Technical specification

• Drive and columns: Dual‑motor, three‑stage lifting columns; rated speed under load; dynamic capacity; duty cycle; standby draw (< 0.5 W).

• Structure: Foot length options, crossbar design, fastener grade, and torque specs.

• Controls: Control box features (soft ramps, anti‑collision up/down, synchronization), desk controller UI (3–4 memory presets, lock function), one‑touch vs. constant‑touch options.

• Cable management: Include tray dimensions, power strip mount, vertical cable chain length, and recommended grommet sizes/locations.

• Accessories: Monitor arm compatibility (VESA and weight), optional keyboard tray clearance, CPU holder options.

2. Performance data (measured, not promised)

• Noise: dB(A) at ear height (30–50 cm from front edge) at 25%, 50%, and 90% of stroke with a standard load.

• Speed: mm/s at the same load.

• Stability: Corner‑push qualitative summary and any tip‑resistance references. Note foot length in tests.

• Anti‑collision: Stop and reverse distances for down and up tests (foam block and padded shelf).

3. Quality and compliance

• BIFMA‑relevant test summaries for the standing desk frame (stability, durability).

• CE/FCC for the control electronics where applicable; RoHS/REACH declarations.

• Factory certifications (ISO 9001/14001); change‑control and firmware governance for the control box.

4. Packaging and logistics

• ISTA 3A (carton) and 3E (pallet) evidence; max carton weights; corner/edge protection details.

• Pallet map and densities for 40HQ/53‑ft trucks; “no tip/team lift” labeling; replacement parts cartonization.

• Lead times, weekly sailings (if FOB), and peak‑season capacity.

5. After‑sales and warranty

• Warranty by subsystem (frame, lifting column/actuator, control box, desk controller, accessories).

• FRU list and spares policy (advance replacements, 48‑hour ship on electronics).

• Remote troubleshooting playbook (reset, port swap, common error codes).

6. Sustainability

• Recycled steel content target for frames; TGIC‑free powder coat where required.

• Low‑emitting core statements (TSCA/CARB) for desktops.

• Standby power policy (< 0.5 W); take‑back or refurbishment programs where offered.

7. Commercials

• Unit pricing by configuration (frame only; frame + tray + chain; full kit).

• Incoterms options (FOB vs. DDP) with clear line items for DDP (duty, tax, last mile).

• Payment terms, MOQs, sample policy, and price‑lock period.

Scorecard you can paste into your evaluation sheet (100 points total)

• Stability at height (20): Corner‑push damping, coin‑on‑edge feel with dual monitors; foot length options.

• Noise under load (15): Mid‑40s dB(A) target achieved at multiple heights; smooth ramps.

• Lift performance (10): Rated speed under load (30–45 mm/s) and synchronization behavior.

• Controls and safety (10): Anti‑collision up/down, readable desk controller with presets, clear reset.

• Cable management kit (10): Tray + surge strip mount + vertical cable chain included; AC/data separation guidance.

• Packaging and DIT risk (10): ISTA proofs, max carton weights, pallet plan, historical DOA/DIT rate.

• Documentation and compliance (10): BIFMA‑relevant summaries, CE/FCC (where applicable), RoHS, torque specs, install guides.

• After‑sales and spares (10): Warranty by subsystem; advance replacement; 48‑hour ship on control box/desk controller.

• Sustainability (5): Recycled content, low‑emitting materials, standby energy policy.

Sample RFP questions (copy/paste ready)

• Describe your standing desk frame architecture (motors, stages, crossbar, feet) and provide measured noise and speed under a 25‑kg desktop + dual arms load.

• Provide anti‑collision stop/reverse distances for both directions and your sensitivity adjustment method. Include your recommended reset procedure.

• Supply BIFMA‑relevant stability/durability test summaries and electronics compliance (CE/FCC) plus RoHS declarations.

• Detail your cable management kit (tray dimensions, surge‑strip mount style, vertical cable chain length) and recommended grommet sizes/locations for one clean power drop.

• Share your ISTA 3A/3E packaging evidence, max carton weights, and pallet plan. What is your historical DOA/DIT rate over the last 12 months?

• Outline your warranty by subsystem, FRU inventory levels, and advance‑replacement SLA. Include a remote troubleshooting script (reset, port swap, error codes).

• Provide FOB and DDP quotes for the same configuration with line‑item DDP breakdown. Include lead times, sailing schedules, and peak‑season capacity.

Pilot and validation plan (don’t skip this)

• Golden sample sign‑off: Approve stability, noise, speed, and underside cable layout before mass production. Keep photos for installers.

• Site pilot: Install 10–25 units across roles (engineering, admin, operations). Track first‑week tickets per 100 desks, preset adoption rate (desks with ≥2 presets saved), and rattle/flicker notes.

• Acceptance criteria: Corner‑push damping passes; lift noise meets spec; anti‑collision passes down/up; cable management leaves one clean power drop; documentation complete.

Common pitfalls (and fast fixes)

• Buying on unloaded speed: A fast empty lift can become sluggish under real loads. Always compare speed under load and noise at ear height.

• Skipping cable management: A bare frame without a tray and chain invites flicker and anti‑collision trips. Specify tray + strip mount + vertical cable chain in the kit.

• Two‑stage legs for mixed teams: Two‑stage columns often miss low/high targets. Favor three‑stage lifting columns for broader ergonomic fit and better overlap (stability) at height.

• Weak packaging: Non‑ISTA cartons drive DOA and rework. Require molded corner/edge protection and documented pallet plans.

• No spares plan: Keep a control box, a desk controller, and a lifting column per 50 desks. “Swap, don’t debug” brings a station back in minutes.

A one‑page spec that wins

• Frame: Dual‑motor standing desk frame; three‑stage lifting columns; reinforced crossbar; long feet; 30–45 mm/s under load; mid‑40s dB(A) at ear height; anti‑collision up/down.

• Controls: Control box with soft start/stop and Hall‑sensor sync; desk controller with 3–4 memory presets and lock.

• Cable management: Rear metal cable tray; surge‑strip mount; vertical cable chain; AC/data separation; bricks strapped; one clean power drop.

• Docs and quality: BIFMA‑relevant stability/durability summaries; CE/FCC (where applicable); RoHS; torque specs; reset guide; ISTA packaging plan.

• After‑sales: Warranty by subsystem; advance replacement; 48‑hour ship on electronics; remote troubleshooting script.

A solid standing desk RFP looks beyond unit price to the things your users will feel: a stable height adjustable desk that lifts quietly under real loads, a cable‑managed underside with one power drop, and a control system that is easy to use and easy to service. Put stability, noise under load, cable management, packaging, and after‑sales support at the center of your scorecard. With that lens, you will choose a partner that delivers ergonomic comfort on day one and fewer tickets for years to come.

• Explore enterprise‑ready standing desk frames, three‑stage lifting columns, cable management kits, and service‑friendly control systems at Venace: https://www.vvenace.com

• Contact us: tech@venace.com