Request for Proposal

A formal procurement document inviting suppliers to submit detailed proposals for complex requirements where price alone doesn't determine the winner.

How it works

A Request for Proposal (RFP) is a comprehensive procurement document used when buying authorities need detailed solutions for complex requirements. Unlike simpler procurement methods, an RFP invites suppliers to propose how they would meet specified outcomes rather than just providing quotes for predetermined goods or services.

The RFP typically includes the procurement timetable, evaluation criteria, contract terms, and detailed specifications. Suppliers respond with proposals covering their technical approach, methodology, team composition, and pricing. The evaluation process considers multiple factors including quality, experience, innovation, and social value alongside price.

When to use RFPs

RFPs suit procurements where the solution isn't predetermined and requires supplier expertise to shape the approach. Common examples include IT system implementations, professional services, construction projects, or innovative solutions where the contracting authority wants to leverage market knowledge.

Under the Public Contracts Regulations 2015, RFPs often form part of competitive dialogue or innovation partnership procedures, though they can be used in restricted procedures following a pre-qualification stage.

Why it matters

RFPs enable public bodies to access market innovation and expertise while maintaining competitive tension. They're essential for complex procurements where the cheapest option may not deliver the best outcomes. The detailed evaluation process supports defensible award decisions and helps ensure value for money beyond simple cost considerations.

Proper RFP design reduces procurement risks by encouraging suppliers to propose comprehensive solutions and demonstrate their capability before contract award.