What is an RFP?

A request for proposal (RFP) is a document that organisations use when they requires external support for a project. The RFP is sent to prospective vendors so they can bid to provide that support, either through delivering services or goods.

The RFP document itself will outline all the details vendors need to write an informative bid. This will include project requirements, any overall goals or objectives of the project, and evaluation criteria used to score each RFP. 

Businesses use RFPs to make procurement scenarios more competitive. Vendors benefit by being able to vye for work that may have gone to an incumbent supplier instead. Equally, the business benefits as vendors will make their bids more appealing by competing on price and what’s included within their offer.

Why are RFPs important?

The advantage of RFPs is that they provide a more structured approach to procurement. With a detailed outline provided from the start and all submission sent in by a specific deadline, it means a decision reached by a specific date that ensures the project itself can be delivered on time

RFPs ensure that:

• Buyers clearly communicate their needs.
• Vendors can write an RFP response effectively with tailored solutions.
• The selection process is transparent and based on objective criteria.

This can help level the playing field and means that the best vendor provides the deliverables, getting the best deal for both parties.  

For businesses, RFPs are also crucial for finding the right partner while maintaining accountability and compliance. If there are any specific compliance-based criteria within an RFP, vendors will need to submit evidence that they can meet these standards. This allows businesses to remain confident they comply with any policies they have, despite bringing in a third party.

Key components of an RFP

All requests for proposal documents follow a similar structure in order for all the key information to be present for vendors. A well-structured RFP typically includes:

• Introduction and background: Information about the organisation and the purpose of the RFP.
• Scope of work: Detailed description of the project, including objectives, deliverables, and timelines.
• Submission guidelines: Instructions for submitting proposals, including formatting, deadlines, and required documents.
• Evaluation criteria: Clear explanation of how proposals will be assessed (e.g., cost, experience, methodology).
• Terms and conditions: Legal and contractual requirements for participating in the RFP process.

The RFP process

When assembling and managing an RFP process, there are five key milestones that all businesses will progress through to provide vendors with the key information and identify the best option for a contract or project.

Step 1: Preparation

The organisation issuing the RFP starts by identifying its needs and setting goals they want to achieve through the deliverables. They then draft the RFP document and check to ensure it contains all the relevant information vendors will require..

Step 2: Distribution

The RFP document is shared with potential vendors, either directly or via public platforms. Key deadlines will be outlined as part of this to ensure all vendors looking to submit understand when their responses need to be sent by. 

Step 3: Proposal submission

Each vendor reviews the RFP to understand what the organisation is looking for and how they can best respond to these needs. They will then prepare their proposals and submit them according to the guidelines outlined within the RFP, whether that’s in line with a specific format or making sure documents are titled and uploaded in the correct way..

Step 4: Evaluation

The organisation that issued the RFP then evaluates all proposals based on the criteria they originally outlined within the RFP. This could include factors such as cost, expertise, and methodology, each of which will have a certain weighting when scoring.

Step 5: Selection and contracting

The vendor that best meets the requirements is selected and notified. The two parties will negotiate a contract and sign it to officially begin working together.

When should you use an RFP?

Not all procurement scenarios will require an RFP, as the process can be particularly lengthy and requires both management and resources. If a business has a roster of trusted partners, they may instead discuss new projects with them as they have already been evaluated. 

RFPs are particularly useful for:

• Complex projects: When the buyer needs a detailed understanding of a vendor's approach and capabilities.
• High-value contracts: Ensuring transparency and fairness in the selection process when contracts have large budgets or sensitive deliverables.
• Comparing multiple vendors: Evaluating different solutions to find the best fit, which can be useful when looking for longer-term partnerships.

Best practices for issuing an RFP

• Be specific and clear: Provide enough detail to help vendors craft effective proposals.
• Set realistic deadlines: Allow vendors sufficient time to prepare thoughtful responses.
• Focus on evaluation criteria: Clearly communicate how proposals will be scored.
• Use a template: Ensure consistency and professionalism with a standardised RFP template.

Key takeaways & wrap up

An RFP is a critical tool for organisations seeking to procure goods or services, giving them a transparent and structured way of involving multiple vendors. By understanding the key components and following best practices, both buyers and vendors can ensure the process is efficient and derives the most value possible.

Key takeaways:

• RFPs are essential for complex or high-value procurement projects.
• They provide an effective way for buyers to evaluate vendors and for vendors to showcase their capabilities.
• A well-written RFP is clear, specific, and provides vendors with the information needed to craft proposals that address all key deliverables.

Whether you're a buyer issuing an RFP or a vendor responding to one, mastering the RFP process is essential for securing future business and helping yours to grow.

RFP - FAQs

What is the purpose of an RFP?

An RFP helps organisations communicate their needs and evaluate potential vendors to find the best fit for a project or service.

How is an RFP different from an RFQ or RFI?

• An RFP requests detailed proposals and solutions.
• An RFQ (request for quotation) focuses on pricing for a specific product or service.
• An RFI (request for information) gathers preliminary information about vendors or solutions.

How long does the RFP process take?

The timeline varies depending on the project's complexity but typically ranges from a few weeks to several months. This can include several rounds, such as initial submission to in-person presentation.

Can small businesses participate in RFPs?

Yes, small businesses are able to bid and compete in RFPs. It provides the opportunity to highlight the unique strengths a small business can bring, such as agility and more tailored solutions.

What tools can help with the RFP process?

There are a number of tools that can assist in streamlining the RFP process. One example would be RFP management software, which can make the drafting, distribution and evaluation of RFPs more efficient, saving the issuing organisation both time and resources.