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Commercial guide · Last reviewed 18 August 2026
Senior-Living Robot RFP: Questions to Ask Suppliers
Compare robot suppliers on workflow evidence, safety, integrations, support and lifecycle obligations—not just presentation features.
Who this is for
senior-living operators, nursing-home administrators, care groups and facility teams
Require a workflow and route assessment
Compare robot suppliers on workflow evidence, safety, integrations, support and lifecycle obligations—not just presentation features. For this part of the decision, document the current workflow, responsible users, normal operating conditions and exceptions. Avoid treating a brochure feature as evidence until the offered configuration and site assumptions are confirmed.
Ask the supplier to distinguish standard capability, project option, integration dependency and customer responsibility. Convert the answer into a measurable requirement or acceptance record wherever the outcome matters to safety, service level, custody, compliance or total cost.
Ask for acceptance tests and limitations
Compare robot suppliers on workflow evidence, safety, integrations, support and lifecycle obligations—not just presentation features. For this part of the decision, document the current workflow, responsible users, normal operating conditions and exceptions. Avoid treating a brochure feature as evidence until the offered configuration and site assumptions are confirmed.
Ask the supplier to distinguish standard capability, project option, integration dependency and customer responsibility. Convert the answer into a measurable requirement or acceptance record wherever the outcome matters to safety, service level, custody, compliance or total cost.
Clarify data, cybersecurity and remote access
Compare robot suppliers on workflow evidence, safety, integrations, support and lifecycle obligations—not just presentation features. For this part of the decision, document the current workflow, responsible users, normal operating conditions and exceptions. Avoid treating a brochure feature as evidence until the offered configuration and site assumptions are confirmed.
Ask the supplier to distinguish standard capability, project option, integration dependency and customer responsibility. Convert the answer into a measurable requirement or acceptance record wherever the outcome matters to safety, service level, custody, compliance or total cost.
Compare warranty, spares, updates and exit terms
Compare robot suppliers on workflow evidence, safety, integrations, support and lifecycle obligations—not just presentation features. For this part of the decision, document the current workflow, responsible users, normal operating conditions and exceptions. Avoid treating a brochure feature as evidence until the offered configuration and site assumptions are confirmed.
Ask the supplier to distinguish standard capability, project option, integration dependency and customer responsibility. Convert the answer into a measurable requirement or acceptance record wherever the outcome matters to safety, service level, custody, compliance or total cost.
A feature list is not an operating plan.
Projects become fragile when routes, users, exceptions, integrations and ownership are postponed until after purchase.
Use the pilot to answer a defined investment decision with agreed evidence—not simply to demonstrate that a robot can move.
Frequently asked questions
Should an RFP specify a robot model?
Prefer functional and acceptance requirements unless a validated standard platform is mandatory.
What evidence should be requested?
Request configuration-specific specifications, test plans, referenceable evidence where available, support terms and explicit exclusions.
What should we send for an initial assessment?
Provide the use case, users, environment, payload, route or workspace, systems to integrate, expected quantity, destination market and target timing. Sensitive details can follow under appropriate confidentiality terms.
What should appear in the quotation?
The quotation should identify configuration, scope, interfaces, deliverables, assumptions, exclusions, acceptance approach, support and commercial terms.
Related decision guides
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