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A Guide to Requests – RFP Writer

Tendering often comes with many different acronyms and terminologies that can often be difficult to understand when new to tendering. Click here for our Tender VLE video on terminology. Buyers can often request that suppliers provide their tender submission in many different formats. RF stands for ‘request for’, and forms part of many different types of proposals. Now, this may seem confusing but understanding the basics before you tackle buyer’s requests will allow you to become a successful RFI, RFQ or RFP writer.

Below is a guide to requests and how your business can tackle them effectively.

Requests for information (RFI):

A request for information, or commonly shortened to RFI, usually consists of a document which is sent out by buyers to gather information from potential suppliers. This also shares the name of ‘Soft Market Testing’. This is usually sent out in the early stages and allows buyers to gather a pool of information regarding supplier capability to better refine the buying/procurement process. Think of it like the buyer having a need, and you, as the supplier, are helping define that need further.

Some examples of requests for information and how they may apply to your industry are as follows:

Technology

A buyer will often have a need, and usually, given that they are tendering for external help, they may not fully know the approach they are wanting to take. For example, we often come across a buyer wanting software solutions to deal with internal problems.

A buyer may be looking for software to help them keep track of their customers and supply chains. In becoming a successful RFI writer you must showcase that you have a definitive solution to a problem or need that the buyer has.

A way of approaching this will be to showcase past experience. For example, how you have previously provided solutions to Customer Relationship Management (CRM) and the transferable skills that can be brought over to this project.

Construction

Large scale construction projects are often costly, complex and time-consuming. For this reason, RFIs are not uncommon.

Buyers will often have an idea in their head but will require further technical clarification.
For example, let’s say you are submitting an RFI for project management on a construction site. Due to the multiple different teams needed in large-scale construction projects, buyers may be looking for information on your proposed team and how you will bring the team together and successfully manage it.

This may involve the buyer streamlining the team they need for the project, allowing them to build a more definitive specification.

Facilities

This could be an RFI for a cleaning contract. Often times buyers may have a particular issue to their property but without a specific approach of what it is they are needing.

For example, a buyer may require external cleaning with elements of grounds maintenance, but they are not quite sure what type of contractor they would require for this.

Responding to an RFI like this will form part of the buyer understanding further what types of suppliers they will need, allowing them to develop a more detailed specification.

Responding to RFIs can be an important part of getting your foot in the ladder and shaping the tender process. This is not to be overlooked and becoming a successful RFI writer is about showing you have definitive approaches to buyer’s solutions.

Requests for quotations (RFQs):

Request for quotations (RFQs) are a way for businesses and organisations to ask suppliers to provide them with a quote. This quote may consist of how much a particular item will cost, which may be a particular service, project or product. Buyers will usually provide a list of products or services they require costing for, and suppliers must respond accordingly. Examples of RFQs and how they may relate to your specific industries are listed below:

Requests for proposals (RFPs):

Request for proposals (RFPs) can often be much larger and complex than RFIs and RFQs. RFPs usually encompass the entirety of the project and companies will be required to complete often long and complex answers, so becoming a successful RFP writer can often be challenging.

Requests will often include a statement of work including the tasks to be performed, along with a specified timescale for completion. This may include a specific format that the buyer is looking for and you must ensure you understand the buying organisation and reflect this in your proposal.

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