How To Write an RFP
Crafting a Request for Proposal (RFP) is a critical step in ensuring the success of any project. It sets the tone for collaboration among owners, design professionals, and construction professionals. Developed through extensive collaboration between these stakeholders, this guide aims to help authors—whether owners, design professionals, or contractors—create effective, project-specific RFPs that facilitate informed decision-making.
The Importance of Clarity and Specificity
The purpose of an RFP is to gather measurable, relevant information that enables an unbiased evaluation of potential partners. To achieve this, authors must clearly define their project goals and objectives and effectively communicate these to prospective respondents. A well-written RFP fosters trust, aligns expectations, and simplifies decision-making for all involved.
RFQ vs. RFP: Understanding the Difference
Before diving into RFPs, it’s important to determine whether a Request for Qualifications (RFQ) is necessary.
- RFQ (Request for Qualifications): Focuses on gathering details about a firm’s experience, credentials, and past projects.
- RFP (Request for Proposal): Outlines the scope of work and solicits detailed plans, pricing, and execution strategies.
Not all projects require both. RFQs are typically used to shortlist firms before issuing RFPs, reducing the pool of participants to a manageable size (recommended 7–10 for RFQ, narrowed to 3–6 for RFP).
Key Components of a Great RFP
1. Scope of Work/Services
Clearly outline the services you’re requesting. Be specific to ensure consistent, comparable responses. Consider including:
- Deliverables (e.g., feasibility studies, schematic designs, construction documents).
- Expectations for design and construction teams.
- Exclusions, such as geotechnical services or third-party testing.
2. Project Description
Provide a comprehensive overview of the project, including:
- Background and objectives.
- Physical location (with site plans, sketches, or renderings, if available).
- Size and special features.
- Budget details, including total costs and funding sources (e.g., federal grants).
- Project-specific goals (e.g., diversity and sustainability initiatives).
- Key schedule milestones (e.g., design completion, move-in dates).
3. Submission Requirements
Detail how and when submissions should be made, such as:
- Due dates and time.
- Submission format (e.g., electronic or hard copy).
- Pre-proposal conference information.
- Interview and award timeline estimates.
4. Technical Information
Request information about the firm and team, such as:
- Firm history, size, and software used.
- Relevant experience (highlighting similar projects).
- Team organization charts and resumes of key personnel.
5. Financial Expectations
Specify how fees should be presented (e.g., lump sum, percentage, or not-to-exceed). Be transparent about any reimbursable expenses and use standardized forms to ensure consistent evaluation.
Evaluation Criteria
A clear evaluation framework ensures a fair and efficient selection process. Share criteria such as:
- Qualifications vs. cost weighting.
- Scoring methods or evaluation scorecards, if applicable.
- Any disclaimers (e.g., no guarantee of selection or project continuation).
Setting Participants Up for Success
Participants invest significant time and resources into responding to RFPs. Providing clear, detailed expectations and evaluation criteria not only makes their job easier but also ensures you receive comprehensive, high-quality proposals.
For those considering issuing an RFP, remember: clarity and collaboration are key. By leveraging the recommendations in this guide, you can create an RFP process that leads to successful partnerships and outstanding project outcomes.