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Publishing an RFP by a public sector organization formally announces a project and solicits bids from qualified vendors. An RFP is expected to describe the requirement for which a solution is required along with the biding process and the contract terms and conditions. Objective of the whole process is to shortlist the most economical and viable vendor to work on the project. In public sector, officials make sure that all laws and regulations are adhered to and they do not spend extra public money.

Difference among RFP, RFQ, and RFI

  • A request for proposal (RFP), request for quote (RFQ), and request for information (RFI) are three distinct ways to procure a solution.
  • In request for proposal, requirements are very clear thus a project is announced with an aim that vendors will submit the response with detailed proposed solution and all costs.
  • A request for quote (RFQ) is published for suppliers to quote the price for specific products or services. The quality and quantity needed are clearly defined. In this type of procurement, cost is the most important factor.


When any organization is still not clear which type of solution is their exact need, they publish a request for information (RFI). It is assumed that responses of the vendors will educate the officials involved in procurement about the latest technologies and possible solutions.

Selection of software or vendor from Open market is done through an RFP Process, which is normally a requirement as a government regulation. Followings are the standard steps of an RFP process:

  • Define Project Limits: Before you start with the process, clearly ask questions about the budget, technical requirements and limitations, Time frame, and special criteria for the vendors. These will give you a rough idea as how your RFP process would go.
  • Identify Stakeholders: Before start writing the RFP document, identify the key players who will effect or will be effected by this process. They can help you with their inputs throughout the RFP process. Contact them and discuss with them the project.
  • Prepare the RFP Document: An RFP document normally have the following sections:
    • About the Public sector Organizational
    • Short description of the project
    • Project requirements: it describes the software or the required solution in detail.
    • Financial Section: Vendor will fil the cost of the proposed solution in a specific format as required by organization.
    • Any Milestones and special requirements already set by the project owners.
    • Contact information and submissions deadline
  • Publishing the RFP on forum as per the government regulations.
  • Review Responses and short list the Vendors
  • Negotiate with short listed vendors and formally sign the Contract


A well-managed RFP process will definitely increase the chances of getting the most relevant solution for your organization. We can help you from basic template for RFP document to fully outsourced proposal management. Our customers organizations have benefited from our approach and partnered with us.

Gary's feedback:

  • This page seems to have good content, but the question should be asked: is it within the scope of the site to provide this information, or do we assume that people who need to know will already know or will find out elsewhere? It would be good to have an explicit plan covering such details (which involves listing expected site visitors, etc.).
  • A word usage question: does the proposal submitter "prepare an RFP", or "prepare a proposal in response to an RFP"? I would think the organization seeking proposals would prepare the RFP. The page name should be accurate, in any case.

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