Building a Strong RFP
In our business, every successful project starts long before the hammer hits a nail. One of the most important early steps is the Request for Proposal (RFP). Whether you’re a property owner, developer, or facility manager, the quality of your RFP can make the difference between a smooth, on-budget build and a project full of delays, surprises and dreaded Change Orders.
What Is an RFP?
An RFP is more than just a bid request. It’s a roadmap that outlines your project goals, timelines, expectations, and budget. It gives contractors the information they need to prepare accurate, competitive proposals—and it helps you compare responses fairly and transparently.
Why a Good RFP Matters
Clarity Saves Time & Money: The more detail an RFP includes, the fewer questions and assumptions there will be during bidding. That means more accurate pricing and fewer change orders down the road.
Apples-to-Apples Comparisons: A well-structured RFP ensures all contractors are pricing the same scope. This makes it easier to evaluate proposals on value, not just the bottom line. Check out our blog on bid leveling for more on this.
Risk Reduction: Gaps or vague language in an RFP often lead to scope creep, disputes, or safety oversights. A clear RFP sets expectations up front and reduces legal or financial risks.
Better Relationships with Contractors: A professional, detailed RFP signals to contractors that you value their time and effort. In turn, it attracts serious, qualified bidders who want to build long-term relationships.
Key Elements of a Strong RFP
When developing your RFP, be sure to include:
Project overview – location, size, type of work
Scope of work – specific details, materials, methods, and deliverables
Timeline – expected start and completion dates
Budget parameters – a clear range, if available
Evaluation criteria – how bids will be judged (price, experience, safety record, etc.)
Submission instructions – format, deadline, and point of contact
At the end of the day, a well-prepared RFP is an investment. It sets the tone for transparency, professionalism, and collaboration from day one. By giving contractors a strong foundation, you’re far more likely to receive accurate bids, avoid costly surprises, and see your vision built exactly as planned.