A request for proposals invites firms to submit a proposed team, approach, schedule, and other information for a defined procurement.
Definition
A Request for Proposals, or RFP, is a procurement document that tells firms what to submit for a potential contract. It may ask for a technical approach, project team, schedule, qualifications, price, or a combination of these. The buyer's instructions explain the evaluation criteria, required forms, deadlines, and contract terms. Some engineering RFPs follow a qualifications shortlist, while others consider technical and commercial information together. An RFP is not a uniform process, and the acronym's use varies among buyers, so owners should read the actual solicitation rather than assume what will be scored. Preparing a response consumes staff time and may require teaming, pricing, and contract review. Federal architecture and engineering procurements may follow qualifications procedures set out in FAR Part 36; other procurements can use different methods. A response should address the stated requirements and fit the firm's delivery capacity.
How owners use it
- Map submission requirements and evaluation weights to proposal sections and assigned staff.
- Estimate pursuit effort, including technical writing, pricing, teaming, and contract review.
- Example: 12 hours of technical writing + 5 hours of pricing review = 17 pursuit hours.
- Compare the proposed work and schedule with staff availability before committing to a response.
