Why Healthcare RFPs Slow Down in Q4: Industry-Wide Insights for Vendors
As 2025 closes, healthcare vendors targeting hospitals and health systems are seeing fewer open RFPs on the market. This annual drop isn’t anecdotal; it’s verified by independent research and benchmarked industry data.
2025 RFP Cycle Key Findings
Loopio’s 2025 Trends Report confirms a drop in annual RFP submissions, averaging 153 in 2024 versus 175 in 2023, across all sectors.
Seasonality matters. The volume dip peaks in late fall and winter (Q4/Q1), as decision-makers close budget cycles, focus on contracting, and take year-end PTO.
Selectivity is up: 83% use formal go/no-go decision matrices, and quality-focused teams win more, up to 45% average win rate this year.
Industry Context: HFMA and McKinsey
HFMA’s latest executive survey emphasizes that hospital C-suites and sourcing teams face rising operational complexity, rapid technological change, and an urgent need for innovation and payer collaboration in contracting cycles. Many leaders report under-resourcing and feel pressure to upskill in AI, tech procurement, and vendor partnerships, all crucial as more organizations outsource and look for demonstrable ROI.
McKinsey’s procurement analysis finds hospitals are increasingly pursuing labor productivity and contract optimization. In 2025, value-based care, margin improvement, and digital transformation are top priorities. The report predicts Q2/Q3 procurement peaks linked to fiscal cycles and contract renewals, with contracting activity dipping, especially for new RFPs, in Q4.
RFPs Remain Vital for Revenue, Relationships, and Strategy
RFPs drive 37% of average company revenue (Loopio), with healthcare and medical segments reporting 35-44% depending on category. These contracts anchor vendor pipelines in nearly all specialties.
Both HFMA and McKinsey confirm that as value-based models and tech investments grow, RFPs will target partners who offer measurable financial and patient outcome improvement.
The shift to specialized, higher-value partnerships makes selectivity and competitive positioning more crucial than ever, especially in Q4’s quieter RFP environment.
Technology, AI, and Strategy in 2025
Loopio’s data highlights sharp growth in RFP software (65% adoption) and AI (68% adoption), reducing writing time, improving win rates, and driving ROI within a year.
McKinsey’s tech trends report reinforces this: healthcare organizations are investing in automated solutions, modular technologies, and advanced analytics to boost procurement and contracting outcomes, with priorities concentrated in contract-heavy Q2/Q3 cycles.
Action Items for Vendors
Recognize Q4 slowdowns as industry-wide and use the time for strategy, relationship-building, and collateral prep.
Invest in RFP technology, software, and AI to improve efficiency, win rates, and cross-team satisfaction.
Track key metrics beyond win rates: advancement, proposal quality, cost per bid, team performance, and client alignment.
Takeaway: Timing, Value, and Smart Strategy Win in 2026
With Loopio’s benchmarks and strategic input from HFMA and McKinsey, vendors have clear guidance: Q4 brings fewer new solicitations, but quality wins, tech adoption, and strategic positioning are all on the rise. Prepare now for Q1-Q3 contracts, and use quiet periods to strengthen your approach.
For healthcare RFP intelligence, live listing access, and vendor tools, visit RCR|HUB.