The RFP process is the set of steps a buyer follows to ask vendors for proposals, compare them fairly and award a contract. In short: define the need, write the request for proposal (RFP), invite vendors, answer their questions, collect and score proposals, test the finalists, negotiate and sign. A business RFP often takes two to four months. Public bodies often take longer.
This guide walks through each step from the buyer's side. It includes a sample timeline, a worked scoring sheet, and a set of US federal rules that private buyers can borrow to keep the process fair.
If you are not sure an RFP is the right document, start with our guide to RFP vs RFQ vs RFI.
The RFP process in 9 steps
- Define the need. Write down the problem, the budget range, who will use the result, and what success looks like.
- Set the scoring criteria. Decide how you will judge proposals and how much each factor counts, before you write the RFP.
- Write the RFP. Describe the need, the contract terms you expect, what each proposal must include, and how you will score it.
- Pick the vendors to invite. Screen for relevant experience, capacity and interest.
- Issue the RFP and take questions. Set one channel for questions and share every answer with all vendors.
- Collect proposals. Hold to the stated deadline and check each one is complete.
- Score the proposals. Each evaluator scores alone first, then the team compares notes.
- Test the finalists. Hold demos or presentations and check references.
- Negotiate, award and debrief. Agree on final terms, sign the contract, tell the other vendors and offer each a short debrief.
Sources: Dryden Group, "RFP process steps"; Brandmovers, "What Is the RFP Process? A Complete Guide for Marketers"; FAR 15.203(a), Requests for proposals
What every RFP should contain
The Federal Acquisition Regulation (FAR) sets a useful floor. A federal RFP must describe at least four things:
- The requirement.
- The expected terms and conditions of the contract.
- The information each proposal must include.
- The factors and subfactors used to judge proposals, and how important each one is.
Most business RFPs also include background on the company, a timeline, a pricing template, the rules for questions, and the contact person. Publishing the scoring method is good practice. Vendors write sharper answers when they know what counts. This publication does the same for its own lists: the criteria are set out on our methodology page.
Sources: FAR 15.203(a), Requests for proposals; Tendium, "Key components of an RFP"
How long the RFP process takes
There is no single standard. Here are published figures to plan against:
| Source | What it says |
|---|---|
| A marketing RFP guide | About 9 to 15 weeks from requirements to contract |
| University of Arkansas procurement (cited by Dryden Group) | 3 to 12 months for an RFP judged on selection criteria |
| Kennesaw State University (cited by Dryden Group) | About 7 months on average from scope to award |
| US federal rule, FAR 5.203 | At least 30 days for proposals on most non-commercial buys above the simplified acquisition threshold |
A sample plan for a mid-sized business RFP:
| Phase | Example duration |
|---|---|
| Define need, criteria and draft RFP | 2 to 3 weeks |
| Vendor response period, including questions | 3 to 4 weeks |
| Scoring | 2 to 3 weeks |
| Finalist demos and references | 1 to 2 weeks |
| Negotiation and contract | 1 to 3 weeks |
Phases can overlap. You can check references while scoring, for example.
Sources: Brandmovers, "How long does an RFP process take?"; Dryden Group, "How long does an RFP process take?"; FAR 5.203(c), Publicizing and response time
A worked scoring sheet
Set weights before any proposal arrives. Use a simple scale, such as 1 to 5, with a short written meaning for each score. Then multiply each score by its weight.
Each cell shows the score from 1 to 5, then the weighted points.
| Criterion | Weight | Vendor A | Vendor B |
|---|---|---|---|
| Fit to requirements | 30% | 4, so 1.20 | 5, so 1.50 |
| Price and total cost | 25% | 5, so 1.25 | 3, so 0.75 |
| Experience and references | 20% | 3, so 0.60 | 4, so 0.80 |
| Team and support | 15% | 4, so 0.60 | 4, so 0.60 |
| Risk and security | 10% | 3, so 0.30 | 5, so 0.50 |
| Total | 100% | 3.95 | 4.15 |
Vendor A is cheaper, but Vendor B scores higher overall. The sheet makes that tradeoff visible and gives you a written reason for the choice. For the price line, compare the full cost over the contract, not just the first year. Our guide to total cost of ownership explains how.
Sources: Brandmovers, "How do you score RFP responses fairly?"; FAR 15.101-1, Tradeoff process. Vendors A and B, their weights and their scores are hypothetical.
Two ways to pick a winner
Federal rules describe two basic award methods. Private buyers face the same choice.
- Tradeoff. You may pick a vendor that is not the cheapest if its extra value is worth the extra cost. You must state the factors and their weight in advance, and write down why the tradeoff was worth it.
- Lowest price technically acceptable. You set pass or fail standards for quality. Among the vendors that pass, the lowest price wins.
Tradeoff suits complex services. Lowest price suits work where "good enough" is easy to define. Under the FAR, price or cost must be evaluated in every source selection, with only narrow exceptions.
Sources: FAR 15.101-1, Tradeoff process; FAR 15.101-2, Lowest price technically acceptable source selection process; FAR 15.304(c), Evaluation factors and significant subfactors
Federal rules private buyers can borrow
You do not have to follow the FAR in a private deal. But several of its rules are simple ways to keep a process fair:
- Talk to the market early. The FAR encourages early exchanges with industry, including draft RFPs, preproposal conferences and site visits. A draft RFP lets vendors flag problems before the real one goes out.
- Hold a firm deadline. In federal buys, a proposal received after the exact stated time is "late" and is generally not considered, with narrow exceptions. If no time is stated, the default is 4:30 p.m. local time on the due date. A clear rule stops arguments over a vendor that was ten minutes late.
- Offer debriefs. A federal offeror that asks in writing within 3 days of the award notice must be debriefed, ideally within 5 days of the request. A short debrief helps losing vendors improve and keeps them willing to bid next time.
Sources: FAR 15.201, Exchanges with industry before receipt of proposals; FAR 15.208, Submission, modification, revision, and withdrawal of proposals; FAR 15.506, Postaward debriefing of offerors
Mistakes that slow an RFP down
- No agreed criteria at the start. The team argues over what matters after proposals arrive.
- Too many vendors. Published guides suggest about five to eight invited vendors and two to four finalists for most service RFPs.
- Questions answered one by one. Every answer should go to every vendor, so no one gains an edge.
- Late security and legal review. Ask finalists early for the documents your security and legal teams will need, such as a SOC 2 report and the vendor's standard contract.
- Skipping the after-award check. Make sure the agreed prices show up on invoices and the promised service levels are tracked. A service level agreement is where those targets live.
Sources: Dryden Group, "What slows an RFP down, and how to avoid it" and "What happens after an RFP is awarded?"; Brandmovers, "How many vendors should receive an RFP?"
The vendor's side
Vendors run their own process when an RFP lands. A common sequence is: log the RFP, decide whether to bid, read the whole document, plan the content, assign experts, write a draft, review and polish, then submit on time. Knowing this helps buyers. A clear, well organized RFP with a fair deadline gets more and better responses.
Sources: Loopio, "Map Your Ideal RFP Response Process"
Frequently asked questions
What is the RFP process?
The RFP process is the series of steps a buyer uses to request, compare and award vendor proposals. It usually runs from defining the need and writing the RFP to scoring proposals, testing finalists, negotiating and signing a contract.
How long does an RFP process take?
A business RFP often takes about two to four months from requirements to contract. Public bodies can take much longer, and one university guide puts the range at three to twelve months.
What are the steps of an RFP?
The main steps are define the need, set scoring criteria, write the RFP, invite vendors, answer questions, collect proposals, score them, test finalists, then negotiate, award and debrief.
How long should vendors get to respond to an RFP?
Thirty days is a common response window. US federal agencies must allow at least 30 days for most non-commercial purchases above the simplified acquisition threshold.
How many vendors should receive an RFP?
Many buyers invite about five to eight screened vendors and narrow to two to four finalists. Fewer finalists weakens competition, and many more stretches the evaluation team.
How do you score RFP responses fairly?
Set criteria and weights before proposals arrive, use a scale with written meanings, have each evaluator score alone, and record the reasons. Then compare scores as a team.
Sources
- Federal Acquisition Regulation 5.203, Publicizing and response time. acquisition.gov/far/5.203
- Federal Acquisition Regulation 15.101-1, Tradeoff process. acquisition.gov/far/15.101-1
- Federal Acquisition Regulation 15.101-2, Lowest price technically acceptable source selection process. acquisition.gov/far/15.101-2
- Federal Acquisition Regulation 15.201, Exchanges with industry before receipt of proposals. acquisition.gov/far/15.201
- Federal Acquisition Regulation 15.203, Requests for proposals. acquisition.gov/far/15.203
- Federal Acquisition Regulation 15.208, Submission of proposals. acquisition.gov/far/15.208
- Federal Acquisition Regulation 15.304, Evaluation factors. acquisition.gov/far/15.304
- Federal Acquisition Regulation 15.506, Postaward debriefing of offerors. acquisition.gov/far/15.506
- Dryden Group, "RFP Process Timeline: 10 Steps and How Long Each Takes." drydengroup.com
- Brandmovers, "What Is the RFP Process? A Complete Guide for Marketers." brandmovers.com
- Loopio, "Map Your Ideal RFP Response Process." loopio.com
- Tendium, "What Is a Request for Proposal (RFP)?" tendium.com