Definition
Request for Proposal(RFP)
A request asking suppliers to propose a solution as well as a price.
A Request for Proposal (RFP) is a procurement document used when a public buyer knows the outcome it wants but not the exact method of delivery, and asks suppliers to propose their own solution. It is more open than an Invitation to Tender and rewards well-argued, evidenced approaches rather than simple compliance statements.
When buyers use an RFP rather than an ITT
RFPs suit complex, innovative or service-based requirements, such as digital transformation, consultancy or major change programmes, where the buyer wants to see how different suppliers would approach the problem before deciding on a preferred method.
Because the solution is not fixed, RFP evaluation criteria tend to weight quality and methodology heavily, often using a Most Economically Advantageous Tender model that still includes price but is not driven by it alone.
Structuring an RFP response
A strong RFP response demonstrates understanding of the buyer's underlying problem before describing the proposed solution. It should reference the specific outcomes in the brief, not a generic version of the supplier's standard offer.
Suppliers should use a compliance matrix to check every requirement and evaluation question has been addressed, since RFPs often bury sub-requirements inside narrative background text rather than a neat numbered list.
- Restate the problem in the buyer's own terms
- Explain the proposed approach and why it fits
- Provide evidence from comparable work
- Address risks and how they will be managed
- Show clear pricing linked to the proposed scope
Where RFPs sit against other tender documents
Unlike a Request for Quotation, which is largely price-driven, or an ITT, which tests delivery of a fixed specification, an RFP genuinely evaluates the supplier's thinking. Clarification questions during the tender window are especially valuable here, since ambiguity in the brief has a much bigger effect on the quality of a proposed solution than it does on a fixed-spec ITT.
Frequently asked questions
- Is an RFP the same as a tender in the UK public sector?
- An RFP is a type of tender document, used specifically where the buyer wants suppliers to propose their own solution rather than deliver a fixed specification. The response a supplier submits to an RFP is still a tender return in the general procurement sense.
- How is an RFP scored differently from an ITT?
- RFPs usually place more weight on the quality and originality of the proposed approach, while ITTs weight compliance with a defined specification more heavily. Both can use a Most Economically Advantageous Tender model combining quality and price.
- Can I propose an alternative solution in an RFP response?
- Yes, that is generally the point of an RFP, provided the alternative still meets the stated outcomes and any mandatory requirements. Always check the instructions to tenderers for rules on variant bids before submitting anything outside the expected format.