RFI

An RFI (Request for Information) is a written document issued by a contracting authority to gather information from potential suppliers before formally launching a procurement procedure. An RFI is not a tender — it is a market research tool used to prepare better purchasing decisions.

How does an RFI work?

An RFI is typically sent to a broad range of suppliers with standardised questions about capabilities, solutions, and experience. Think of it as a structured market survey: the buyer outlines their needs at a high level and asks suppliers to respond in writing. The responses are used to develop better requirements specifications and tender documents, not to select a winner.

Under EU law, RFIs fall under Article 40 of Directive 2014/24/EU on preliminary market consultations. This provision explicitly allows contracting authorities to consult the market before launching a procurement, provided the process does not distort competition or violate principles of non-discrimination and transparency. RFIs may be published on TED or national procurement portals to ensure broad market participation.

RFI, RFP, and RFQ — what is the difference?

An RFI is one of several request types in the procurement cycle:

• RFI (Request for Information): Gathers general information and market insight. Used early in the process.
• RFP (Request for Proposal): Requests detailed solution proposals with pricing. Used when needs are defined.
• RFQ (Request for Quotation): Requests price quotes for specified goods or services. Used when requirements are clear.

An RFI therefore precedes the RFP and RFQ stages, helping the buyer define what should actually be procured.

Why should suppliers respond to an RFI?

Responding to an RFI allows suppliers to showcase their expertise and influence future requirements. Contracting authorities often remember who provided thoughtful responses — this can provide an advantage when the formal tender procedure is launched. Tools like Cobrief can alert suppliers to new RFIs through tender alerts, ensuring they do not miss early engagement opportunities.

An RFI is a key element of effective market dialogue — it gives buyers valuable insight and suppliers a chance to position themselves early in the procurement cycle.