RFPs

An RFP, or Request for Proposal, is a formal document used by organizations to solicit proposals from external vendors for a project or service. It communicates the project goals, scope of work, functional and technical requirements, deliverables, timelines, budget constraints, and the criteria that will be used to evaluate proposals. The RFP enables the organization to compare competing approaches and prices and to establish terms for potential contract negotiation.

An RFP typically includes background information, objectives, a detailed scope of work, required qualifications, proposed methods, milestones, and a description of the proposal format, submission instructions, and deadlines. It also states the evaluation criteria, any mandatory terms, confidentiality provisions, and the process for questions and answers, including how addenda will be issued.

Process: Planning and authorization, drafting the RFP, publishing or distributing it, answering vendor questions, receiving proposals, evaluating and scoring them against predefined criteria, shortlisting candidates, conducting presentations or demonstrations if needed, negotiating with the top bidder, and issuing a contract award. Debriefing rights are often provided to unsuccessful bidders.

RFPs differ from RFQs and RFIs. An RFQ requests pricing for clearly defined goods or services, emphasizing price. An RFI gathers information to inform subsequent decisions and may not invite formal proposals for a specific solution.

Best practices include writing clear, complete requirements; setting realistic timelines; designing a transparent, criteria-based evaluation; allowing sufficient time for questions; maintaining fairness through objective scoring; and documenting the rationale for the award and any debrief procedures.