request for proposal

A Request for Proposal (RFP) is a formal document issued by a buyer or contracting authority inviting suppliers to submit detailed proposals for goods, services or solutions. Unlike a simple Request for Quotation (RFQ) that focuses mainly on price, an RFP evaluates proposals on multiple criteria — including solution approach, quality and cost. The term is widely used in both public and private procurement worldwide.

How does an RFP work?

The process begins when the buyer prepares an RFP document outlining the need, scope, requirements and evaluation criteria. Suppliers are then invited to submit their proposals within a set deadline. A typical RFP includes:

• Needs description: What the buyer aims to achieve
• Scope and requirements: Technical and functional specifications
• Evaluation criteria: How proposals will be scored and weighted
• Timeline: Key dates for questions, submissions and decisions
• Contract terms: Framework conditions for the agreement

The defining feature of an RFP is that suppliers are encouraged to propose their own solutions — not simply price a predefined specification. This gives the buyer access to a wider range of approaches and innovations.

RFP in EU/EEA public procurement

EU public procurement under Directive 2014/24/EU does not use the term "RFP". Instead, it defines formal procedures like the open procedure, restricted procedure and competitive procedure with negotiation. The tender documents — containing the requirements specification, qualification requirements and award criteria — serve a similar function to what the private sector calls an RFP.

Procedures like competitive dialogue are especially close to the RFP concept, as they invite suppliers to propose solutions rather than respond to rigid specifications. Tools like Cobrief can help suppliers discover relevant opportunities — whether published as an RFP, a call for tenders or a contract notice — and assess which ones to pursue.

An RFP is ultimately about finding the best solution, not just the cheapest one. By inviting suppliers to propose their own approaches, the buyer gains access to innovation and expertise that a rigid specification alone would not capture.