Solicitation types
What is an RFP?
An RFP (Request for Proposal) is a solicitation document a government agency issues when it knows the outcome it needs but wants vendors to propose how to deliver it. Unlike a sealed bid, an RFP is awarded on best overall value — a scored combination of technical approach, experience, and price — rather than price alone.
Last updated: 2026-06-12
How a government RFP works
The buying agency publishes the RFP on its procurement portal — SAM.gov for US federal opportunities, CanadaBuys for Government of Canada opportunities, or a state, provincial, or municipal portal. The document defines the requirement, the rules for responding, and a closing date that is enforced to the minute.
During the open period vendors may submit written questions; the agency answers them through formal amendments visible to every bidder. After closing, an evaluation team scores each compliant proposal against the published criteria and awards to the highest-scoring (or best-value) proponent.
Most RFPs stay open for 15 to 60 days, and evaluation and award can add weeks to months on top of that. Late submissions are rejected outright, regardless of merit.
What an RFP contains
The core of any RFP is the statement of work (SOW) or requirement description — what the agency wants delivered, to what standard, and on what timeline. It is paired with mandatory requirements that act as pass/fail gates: certifications, insurance levels, security clearances, or registration in a vendor system.
The evaluation section tells you exactly how proposals will be scored, often with a points breakdown across technical merit, experience, management approach, and price. Reading that section first is the fastest way to decide whether an RFP is worth bidding.
The remainder covers contract terms, submission instructions, and the Q&A process. Failing a submission instruction — wrong format, missing form, late upload — is one of the most common reasons otherwise strong proposals are disqualified.
When agencies use an RFP instead of other methods
Agencies reach for an RFP when the requirement is complex enough that how a vendor delivers matters as much as what it costs — IT systems, professional services, design work, multi-year programs. Judgement is needed to compare approaches, so price alone cannot decide the winner.
For simple, precisely specified purchases, agencies use an RFQ or an IFB instead, where the specification does the heavy lifting and the lowest compliant price wins. For early-stage market research before any of these, they issue an RFI or a sources sought notice.
| RFP | RFQ | IFB | |
|---|---|---|---|
| Stands for | Request for Proposal | Request for Quotation | Invitation for Bid |
| Agency knows | The problem, not the solution | Exactly what it wants | Exactly what it wants |
| Vendor submits | A proposed solution + price | A price for a defined item | A sealed bid price |
| Award basis | Best value (scored) | Usually lowest compliant price | Lowest responsive, responsible bid |
| Typical use | Services, IT, complex projects | Commodity goods, simple services | Construction, defined-spec purchases |
Frequently asked questions
- Does the lowest price win an RFP?
- Not necessarily. RFPs are scored on best overall value — technical approach, experience, and price are weighted per the published evaluation criteria, so a higher-priced proposal with a stronger technical score can win.
- Can I ask questions about an RFP?
- Yes. Almost every government RFP includes a question period before closing. Questions are answered through formal amendments shared with all bidders, so your competitors see the answers too.
- What happens if I submit an RFP response late?
- It is rejected. Government closing deadlines are enforced to the minute, and late bids are not accepted, negotiated, or reopened on appeal except in very narrow circumstances.
- Is an RFP a contract?
- No. An RFP is an invitation to submit a proposal. A contract only exists once the agency formally awards it and both parties execute the resulting agreement.
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Related answers
This article explains government procurement concepts in general terms and is not legal advice. Rely on the specific solicitation documents for any opportunity you pursue.