Request for proposal (RFP): What every supplier needs to know

In our previous article, we broke down the Invitation to Tender (ITT) — a process where buyers ask suppliers to meet precise specifications. But not all procurement follows a strict blueprint. Sometimes, buyers know what problem they need to solve but rely on suppliers to propose how to solve it. That’s where the Request for Proposal (RFP) comes in.

If ITTs are about meeting clear requirements, RFPs are about offering the best solution.

For suppliers, that’s a big opportunity — but also a challenge. RFPs require more than just technical capability. They demand creativity, strategic thinking, and strong communication. And while the process might seem complex at first, understanding how RFPs work (and how to respond effectively) can unlock high-value contracts and long-term partnerships — especially in public procurement and large-scale projects.

This guide is for suppliers who want to take full advantage of RFPs. We’ll walk you through what RFPs are, how buyers evaluate proposals, and how to respond with confidence — plus how Tendify can help streamline the entire process.

Let’s begin by understanding how RFPs compare to ITTs, and why they’re increasingly important for ambitious suppliers.

In public procurement, two acronyms come up again and again: ITT and RFP. While they might seem similar, they signal very different expectations — and require different approaches from suppliers.

We recently explained the Invitation to Tender (ITT) process, where buyers provide detailed requirements and expect suppliers to deliver exactly what’s asked. In contrast, a Request for Proposal (RFP) leaves room for interpretation. It tells you what the buyer wants to achieve — and asks you to propose how to do it.

Key Differences Between ITT and RFP (From a Supplier’s Viewpoint)

In short, RFPs are your chance to influence the solution — not just tick boxes.

Why RFPs Matter to Suppliers

• You can highlight your strengths beyond price — including innovation, quality, and approach
• Smaller or newer suppliers can compete, especially when agility and creativity are valued
• Winning an RFP often leads to long-term contracts and deeper buyer relationships

This flexibility can be an advantage — but only if you know how to respond properly. That starts with understanding what buyers actually look for in an RFP response.

Let’s break that down next.

Before you write a single word of your RFP response, it’s essential to understand the buyer’s mindset. Unlike ITTs, where the focus is often on checking boxes and offering the lowest compliant price, RFPs are about finding the most valuable, workable solution to a defined problem.

Buyers want more than just a product or service — they want confidence. Confidence that:

• You understand their problem
• You have solved similar challenges before
• You can deliver results without added risk

What Evaluation Committees Usually Look For in RFPs?

While every RFP is unique, most share similar evaluation categories:

1. Understanding of the brief - do you clearly show that you “get” the challenge — including its context, risks, and goals?
2. Proposed methodology or solution - is your approach tailored, realistic, and backed by expertise?
3. Relevant experience and track record - have you done this before? Can you prove it with references, case studies, or outcomes?
4. Team and capacity - who will be delivering the work? Do they have the right qualifications and availability?
5. Pricing and value for money - is your pricing transparent, competitive, and aligned with the quality you offer?
6. Added value - are you bringing something extra — innovation, social value, sustainability, or efficiency?

Tip: Most buyers score proposals using weighted criteria (e.g., 40% methodology, 30% pricing, 30% experience). Review these carefully — they show you where to focus your effort.

In RFPs It’s Not Always About Price

This is a common misconception among suppliers new to RFPs. In fact, in many public sector RFPs, quality and methodology are weighted more heavily than cost. This creates an opportunity: even if you’re not the cheapest, you can win by demonstrating superior value.

Now that you know what buyers want, the next step is learning how to put together a strong, strategic response.

Let’s walk through that process, step by step.

Responding to an RFP is not about flooding the buyer with information. It’s about clarity, relevance, and strategy. Each proposal you submit is a chance to show that you understand the buyer’s challenge — and are the best partner to solve it.

Here’s a step-by-step process to help you build a focused, competitive RFP response.

Step 1: Read the RFP carefully

• Understand what the buyer wants to achieve — not just what they’re asking for
• Highlight all key requirements, deliverables, and evaluation criteria
• Note mandatory documents, formats, and deadlines

Use a checklist or summary sheet to keep everything organized from the start.

Step 2: Decide whether to bid

Not every RFP is worth pursuing. Ask yourself:

• Do we meet all mandatory requirements?
• Do we have relevant experience or a strong angle?
• Can we realistically meet the timeline and expectations?
• Is the opportunity aligned with our business goals?

If the answer is yes, move forward. If not, consider passing — bidding takes time and resources.

Step 3: Plan your proposal

• Assign responsibilities to your team (content, pricing, design, review)
• Set internal deadlines ahead of the submission date
• Gather required documents early (certifications, case studies, CVs)

Tendify can help you manage this process and avoid missed steps or late submissions.

Step 4: Write a clear and targeted proposal

Structure matters. Follow the buyer’s requested format exactly — but also aim for clarity and persuasion.

Include:

• Executive summary - a short, compelling overview of your solution and why you’re the right partner.
• Methodology / technical approach - how you will do the work, step by step. Be specific.
• Experience & track record - case studies or client examples that show proven results.
• Team & resources - introduce your key personnel and capabilities.
• Pricing - clear breakdown with justifications (not just numbers).
• Added value - any extras: sustainability, innovation, local benefits, etc.

Step 5: Review, finalize, and submit

• Triple-check for errors, omissions, or missing documents
• Make sure your proposal is professionally formatted and clearly written
• Submit through the correct platform, by the correct deadline

Don’t wait until the last day. Many proposals fail simply because of late or failed submissions.

Done right, your RFP response becomes more than a document — it becomes a competitive business case.

Next, let’s make sure you avoid common mistakes that can undermine even strong proposals.

Even experienced suppliers make avoidable errors that weaken their proposals — or disqualify them entirely. The good news? These mistakes are easy to spot once you know what to look for.

Let’s go through the most common ones — and how to avoid them.

Mistake 1: Reusing generic proposals

Why it fails: Buyers can immediately tell when a proposal has been recycled. It feels vague, off-topic, and unconvincing.

How to avoid it:

• Tailor your response to the buyer’s specific goals and language
• Use examples relevant to the sector or project size
• Mirror the structure and terminology in the RFP

Mistake 2: Ignoring the evaluation criteria

Why it fails: If you don’t focus your effort where it counts, your proposal may underperform even if it’s technically strong.

How to avoid it:

• Prioritize sections based on their scoring weight
• Explicitly address each criterion — use subheadings if needed
• Don’t let pricing dominate your message unless it’s weighted most heavily

Mistake 3: Weak or missing evidence

Why it fails: Buyers need proof. Vague claims like “we are experienced” don’t mean much without real-world examples.

How to avoid it:

• Include case studies with measurable outcomes
• Attach references, testimonials, or performance scores if available
• List relevant certifications or industry accreditations

Mistake 4: Submitting late or incomplete proposals

Why it fails: Late means disqualified. Missing a document can break compliance rules.

How to avoid it:

• Use a checklist and internal deadlines
• Assign a final reviewer to catch gaps or formatting issues
• Submit early to allow time for platform or upload issues

Mistake 5: Overpromising

Why it fails: Promises that sound too good without a clear plan raise red flags — and risk being penalized during evaluations.

How to avoid it:

• Be realistic and back every promise with a method
• Clearly define what’s included (and what isn’t)
• Demonstrate risk awareness and mitigation strategies

Next, let’s look at how Tendify helps suppliers stay organized, efficient, and competitive in the RFP process.

If you’ve ever felt overwhelmed by RFPs — too many opportunities, too little time, too many details — you’re not alone. Preparing a winning proposal takes coordination, structure, and focus. That’s exactly where Tendify helps.

Tendify is built to support suppliers like you — whether you’re new to public procurement or scaling up your bid response strategy.

Here’s how Tendify makes RFPs easier and more effective:

• Find the right opportunities, fast
  
  • Search for relevant RFPs based on your sector, region, and capabilities
  • Filter by contract value, deadline, and category
  • Stop wasting time on tenders that aren’t a good fit
• Organize your responses in one workspace
  
  • Track open RFPs and deadlines in a clean, intuitive dashboard
  • Assign tasks and responsibilities across your team
  • Keep documents, drafts, and communication all in one place
• Reuse and build on past success
  
  • Store your best answers, templates, and attachments for future use
  • Avoid starting from scratch every time
  • Ensure brand and messaging consistency across all proposals
• Stay compliant and on time
  
  • Automatic reminders and status tracking keep your team on schedule
  • Reduce risk of missing mandatory documents or submission steps
  • Submit early, every time

Explore how Tendify can work for your team and book a demo today.

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