In Plain English
Quick Answer
A document inviting companies to submit detailed proposals—including approach and price—for a project.
Definition
Definition
A Request for Proposals is a procurement document issued by an owner or agency soliciting competitive proposals from contractors, design firms, or vendors for a specific project or service. Unlike an RFQ (which focuses on qualifications) or an IFB (which solicits sealed price bids), an RFP typically evaluates both technical approach and price and allows the owner to negotiate with one or more proposers. RFPs are commonly used for design-build, CMAR, and professional services procurement.
Context
Why It Matters in Bidding
An RFP shapes how contractors compete on value rather than price alone — proposers are scored on approach, qualifications, schedule, and price together, so estimating teams must invest in a persuasive technical narrative, not just a low number. RFPs are common on design-build and CM-at-risk projects where the owner is buying a solution and a team, meaning the proposed price often arrives as a GMP or fee structure rather than a hard lump sum. Understanding the evaluation criteria is essential to allocating bid-pursuit resources toward winnable work.
Example
Example
A school district issues an RFP for design-build delivery of a new middle school, evaluating proposers on team qualifications, design concept, and proposed GMP, with price weighted at only 30% of the total score.
See Also
Related Terms
FAQ
Questions Contractors Ask
What is the difference between an RFP and an invitation to bid?
An invitation to bid solicits a price on fully defined plans and specifications, with award usually going to the lowest responsive, responsible bidder. An RFP solicits a fuller proposal covering approach, qualifications, schedule, and price, with award based on best overall value. RFPs suit projects where the design or delivery method is not fully prescribed.
How are RFP responses evaluated and scored?
Owners publish weighted criteria in the RFP, assigning points to factors like technical approach, past experience, key personnel, schedule, and price. An evaluation committee scores each proposal, sometimes after interviews or presentations, then ranks them. Because price is only one factor, a higher-priced proposal with a stronger technical score can win the award.
When does an owner use an RFP instead of an RFQ?
An RFQ comes first to evaluate qualifications and experience without pricing, shortlisting capable firms. An RFP then asks those shortlisted firms for a full proposal including approach and price. In a two-phase qualifications-based selection the RFP is the second step; on simpler procurements an owner may skip straight to an RFP.
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