What is an RFP?

A request for proposal (RFP) is a formal document used by organisations to solicit bids from vendors for goods or services. It plays a critical role in procurement, helping businesses and government agencies find the best solution providers while maintaining transparency, competition, and compliance.

What is an RFP in business?

Businesses use RFPs to make the procurement process more competitive. Vendors benefit by being able to bid 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.

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.

Whether used in IT, construction, marketing, or professional services, RFPs provide a structured, fair process for vendor selection while ensuring that buyers receive the best possible value.

What are the benefits of RFPs?

RFPs serve multiple purposes beyond just finding vendors - they help businesses make informed decisions and ensure compliance. Some of the key benefits include:

• Transparency & fairness: Opens competition to multiple vendors, reducing bias and favouritism.
• Cost efficiency: Encourages vendors to compete, leading to more competitive pricing.
• Better decision-making: Allows buyers to compare solutions and choose the best fit.
• Improved procurement processes: Standardises the vendor selection process for efficiency and compliance.
• Risk mitigation: Ensures businesses choose reputable vendors who meet compliance and quality standards.

By using RFPs, businesses reduce risks, optimise costs, and increase the likelihood of project success.

Key components of an RFP

A well-structured RFP provides vendors with all necessary details to craft a compelling response. Common sections include:

• 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.

​​A well-crafted RFP ensures vendors fully understand the project’s expectations, leading to higher-quality proposals.

The RFP process: Step-by-step

An RFP follows a structured workflow to ensure fair evaluation and vendor selection. The five key stages are:

Step 1: Preparation

• The issuing organisation identifies its needs, objectives, and budget.
• The RFP document is drafted, ensuring clarity and completeness.
• Internal stakeholders review the RFP before publication.

Step 2: Distribution

• The RFP is published publicly or sent directly to pre-qualified vendors.
• A submission deadline is set to ensure a structured evaluation process.

Step 3: Proposal submission

• Vendors review the RFP and submit proposals following the outlined requirements.
• Some RFPs may include a Q&A period where vendors can seek clarifications.

Step 4: Evaluation

• The organisation reviews proposals based on predefined criteria (e.g., cost, expertise, methodology).
• Shortlisted vendors may be invited for presentations or discussions.

Step 5: Selection & contracting

• The vendor with the best fit is selected.
• Negotiations take place regarding pricing, timelines, and contractual terms.
• A final contract is signed, and the project begins.

A well-executed RFP process ensures that businesses choose the best vendor while maintaining compliance and efficiency.

Challenges in the RFP process & how to overcome them

While RFPs provide structure and fairness, they also come with challenges:

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

In this article we have helped you understand the following:

• 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.

Frequently asked questions about RFPs

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 software, which can make the drafting, distribution and evaluation of RFPs more efficient, saving the issuing organisation both time and resources.