A Request for Proposals (RFP) is a formal solicitation issued by a contracting authority when the solution to its needs is not fully defined. Rather than prescribing exact specifications, the RFP invites suppliers to propose creative, fit-for-purpose solutions. It outlines the problem or requirement and includes evaluation criteria—such as methodology, design, technical merit, and other non-price factors—enabling the authority to assess bids based on best overall value, not just cost.
RFPs are commonly used in complex or innovative procurements—such as IT projects, consulting services, or design-intensive contracts—where the authority values supplier expertise. In this context, proposals are evaluated based on predetermined criteria that go beyond price, allowing the authority to assess how well each submission meets the underlying requirements. Best and Final Offer (BAFO) rounds may also follow an RFP, enabling further refinement of proposals through negotiation.
Practically, issuing an RFP enables authorities to harness supplier innovation and tailor solutions to complex challenges. Suppliers must invest time in drafting detailed proposals that demonstrate capability and added value. While RFPs are resource-intensive, they help ensure the final award aligns with both qualitative and quantitative objectives—balancing solution quality, feasibility, and cost-effectiveness.
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