Request for Proposal (RFP) Explained

The Request for Proposal (RFP) is the most common solicitation method for complex government purchases in Canada. Understanding RFPs — and how to respond to them — is essential for any business that wants to win government contracts for services, IT, consulting, or complex projects. This guide provides a comprehensive overview of RFPs, from what they are to how to write a winning response.

An RFP is a solicitation document that asks suppliers to propose a solution to a government buyer's requirements. Unlike an ITT (which focuses on price), an RFP evaluates proposals on multiple factors:

• ✓Technical approach: How you plan to do the work
• ✓Project management: How you will manage the project
• ✓Team qualifications: Who will do the work
• ✓Past experience: Similar projects you have completed
• ✓Price: Your proposed cost
• ✓Innovation: Any creative or value-added elements[/Checklist

] The evaluation weights vary by procurement, but the key principle is that RFPs seek the "best value," not just the lowest price.

Understanding the evaluation process is critical to writing a winning proposal:

1. **Compliance Check**: The buyer confirms your bid meets all mandatory requirements.

2. **Technical Evaluation**: An evaluation team scores your technical proposal against the published criteria.

3. **Price Evaluation**: Your price is scored, usually as a percentage of the total evaluation.

4. **Combined Score**: Technical and price scores are combined (e.g., 70% technical + 30% price).

5. **Award**: The contract is awarded to the bidder with the highest combined score.

Here is a structured approach to writing competitive proposals:

1. **Analyze the RFP**: Understand every requirement and evaluation criterion before writing.

2. **Create a response outline**: Map your proposal structure to the evaluation criteria.

3. **Write to the criteria**: Address each criterion explicitly. Use the same language as the RFP.

4. **Provide evidence**: Use past project examples, client testimonials, and case studies.

5. **Be specific**: Avoid generic statements. Tailor every section to the buyer's needs.

6. **Review and revise**: Edit for clarity, completeness, and compliance.

7. **Format professionally**: Use clear headings, tables, and diagrams to improve readability.

]

• ✓Not addressing evaluation criteria explicitly
• ✓Providing generic, cookie-cutter proposals
• ✓Overpromising on what you can deliver
• ✓Underestimating the effort required
• ✓Not following format or page limit instructions
• ✓Missing mandatory requirements
• ✓Incomplete pricing or incorrect calculations
• ✓Poor writing quality with errors[/Checklist

]

]

An RFP is a solicitation that evaluates both technical merit and price to find the best value for the government. To win, understand the evaluation criteria, write to them explicitly, provide evidence of your capabilities, and submit a complete, compliant proposal. Use ContractFinder.ca to discover RFPs and other opportunities relevant to your business.