How to Get the Most Out of Your RFP

On our recent Management Under Construction Podcast episode, How to Get the Most Out of Your RFP, Brad Wyant and I discussed the critical importance of well-written Requests for Proposals (RFPs) in the construction industry.

We explored the differences between RFPs and Requests for Qualifications (RFQs), shared personal experiences with the bidding process, and emphasized the need for clear communication and detailed documentation.

We covered the essential elements of a good RFP, including project narratives, schedules, and contract types, as well as the significance of incentives and penalties.

Did not get to listen? Here are the key takeaways from the episode.

A well-crafted Request for Proposal (RFP) can make or break your project. Whether you're planning a new building or upgrading an existing facility, taking the time to develop a clear, comprehensive RFP sets the foundation for successful outcomes. Here are ten key tips to help you get the most out of your RFP process.

1. Understand the Purpose of an RFP—And How It Differs from an RFQ

Before you begin, it’s important to know what kind of document you need. An RFP (Request for Proposal) invites vendors to propose solutions and pricing based on your project’s needs, while an RFQ (Request for Qualification) focuses purely on the experience and qualifications of the contractor. Using the right document ensures you get the responses you're looking for.

2. Prioritize Clear, Concise Communication

Clarity is everything. Vague or overly complex RFPs create confusion, delay bidding, and can even lead to disputes later. Aim for transparency and specificity in every section—from scope to schedule to expectations.

3. Ensure Contractors Read and Understand the RFP

Encourage thorough reading by providing a well-organized document that clearly outlines requirements, deliverables, and decision-making criteria. Contractors who fully understand the RFP can provide more accurate, thoughtful proposals—which ultimately lead to a better project outcome.

4. Include a Realistic Project Schedule

A well-defined and realistic schedule allows bidders to evaluate resources, plan appropriately, and submit more reliable proposals. Don’t just give a deadline—share major milestones and constraints so that everyone’s on the same page.

5. Detail Logistics and Site Conditions

Site access, utility availability, working hours, and storage limitations can all have an impact on how a contractor prices and plans the job. Including detailed logistics helps avoid surprises down the road.

6. Outline Incentives and Penalties

Incentives can motivate contractors to meet or exceed expectations, while clearly defined penalties encourage accountability. Including both when appropriate helps manage risk and performance without ambiguity.

7. Include a Facility Narrative for Existing Buildings

If the project involves renovating or expanding an existing structure, or if there are ongoing operations in the area, a facility narrative is crucial. It should describe the building’s current use, history, and any known issues that may have an impact on the work.

8. Provide a Sample Contract

By including a draft agreement with the RFP, you give contractors a clear view of the legal terms and expectations. This helps prevent future disputes and saves time during contract negotiation.

9. Consider Hiring an RFP Consultant

If writing an RFP isn’t in your skillset—or you simply don’t have the bandwidth—hiring a professional consultant can be a smart move. It may involve an upfront cost, but it can save time, reduce stress, and ultimately result in better bids.

A strong RFP is more than just a document—it’s a roadmap for project success. By being intentional and thorough in how you prepare it, you’ll attract better proposals, make more informed decisions, and set the stage for a smoother project from start to finish.

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