RFIs

A Request for Information (RFI) is a formal document used to gather information from suppliers or service providers about capabilities, approaches, or market conditions. RFIs are typically issued early in a project’s lifecycle to help define requirements, assess market readiness, and inform later stages such as a Request for Proposal (RFP) or Request for Quote (RFQ). RFIs are advisory and non-binding; submitting responses does not constitute an offer to contract.

Contents usually include the purpose of the inquiry, background, a list of specific questions, requested format and submission instructions, deadline, and contact information. Questions are often about capabilities, prior experience, implementation approaches, timelines, and rough cost ranges; participants may be asked to describe relevant references and high-level milestones, but detailed pricing is typically reserved for later steps.

Process: the issuer publishes the RFI, collects responses, maintains a log or database, and analyzes the information to inform strategy and requirements. Responses may be anonymized when shared internally. An RFI is not a bid and does not guarantee procurement. Depending on policy, an RFI may lead to an RFP or RFQ, or to a decision to pause the process.

Best practices include clear, bounded questions; avoiding proprietary or security-sensitive requests; using standardized templates; providing adequate response time; and ensuring compliance with procurement rules. RFIs help reduce risk, clarify scope, and identify viable solutions before committing to a formal procurement process.