RFP (Request for Proposal)

A Request for Proposal is a procurement document issued when the contracting authority needs suppliers to propose how they would meet a requirement, rather than simply quoting a price for a pre-specified solution. Unlike an ITT where specifications are rigid, an RFP invites suppliers to bring their own methodology, innovation, or service design alongside a financial offer.

RFPs typically evaluate submissions against weighted criteria that combine technical quality and price — similar to the EU's MEAT (Most Economically Advantageous Tender) principle. The weighting varies widely: some RFPs heavily favour technical merit (e.g., 70/30 technical/price split), while others approach 50/50. Evaluation panels assess proposals using scorecards, and shortlisted vendors may be invited to present or clarify.

In North America, RFP is the dominant term for most competitive public solicitations. In the EU context, the equivalent is usually a competitive dialogue or open/restricted procedure with performance specifications. For vendors, an RFP response is a significant investment: it requires a tailored technical narrative, a staffing plan, relevant case studies, and a priced schedule — often 20 to 80 pages. Win rates in competitive RFPs typically range from 15% to 30%, making bid qualification decisions critical.