A request for proposal (RFP) is a document a buyer uses to explain what it needs and invite suppliers to propose how they would meet that need. In U.S. federal negotiated procurement, an RFP also states the anticipated contract terms, the information offerors must provide, and the factors the agency will use to evaluate proposals.
What does RFP mean?
RFP stands for request for proposal. In business, the term is commonly used for a buyer’s invitation to vendors to submit proposals for a project, service, or other requirement. The proposal may address the supplier’s approach as well as its price and terms, so an RFP is more than a request for a quote.
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The rule-based definition in the Federal Acquisition Regulation (FAR) applies specifically to U.S. federal negotiated acquisitions: FAR 15.203 says RFPs communicate government requirements to prospective contractors and solicit proposals. That federal rule should not be treated as a legal definition for every private organization or jurisdiction.
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What information does an RFP include?
For a competitive federal acquisition, FAR 15.203(a) identifies four required content categories:
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- The government’s requirement.
- The anticipated contract terms and conditions.
- The information offerors must submit in their proposals.
- The evaluation factors and significant subfactors, including their relative importance.
This gives prospective suppliers a shared basis for preparing proposals and tells them how the buyer expects to assess those proposals. In a particular competition, the solicitation itself sets the evaluation framework; there is no single scoring formula that applies to every RFP.
How the federal Uniform Contract Format organizes it
For solicitations covered by the federal Uniform Contract Format, FAR 15.204-1 organizes material into four parts:
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- E-mails, memos and letters that get read—and get action
- Proposals, recommendations, and presentations that sell ideas
- Plans and reports that get things done
- Fund-raising and sales letters that produce results
- Resumes and letters that lead to interviews
- Part I — The Schedule: includes the solicitation form, supplies or services and prices or costs, the description or statement of work, inspection and acceptance, delivery or performance, contract administration, and special contract requirements.
- Part II — Contract Clauses: sets out contract clauses.
- Part III — List of Documents, Exhibits, and Other Attachments: identifies supporting material.
- Part IV — Representations and Instructions: includes offeror representations and certifications, instructions and notices, and evaluation factors.
This is a federal format, not a required layout for every private-sector RFP. Depending on the procurement, an RFP may also specify deliverables, a schedule, a submission format, a questions process, contract duration, pricing structure, or attachments. Check the actual solicitation rather than assuming every RFP contains the same sections.
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An RFP explains a buyer’s need and invites suppliers to offer proposed approaches and terms. In competitive federal negotiated acquisitions, FAR Part 15 describes a process intended to support impartial, comprehensive evaluation and selection of the proposal that represents best value to the government, while minimizing unnecessary solicitation and evaluation complexity. See FAR Part 15.
Making evaluation factors and their relative importance visible helps offerors understand the stated basis for the decision. It does not mean that price is always the most important factor or that every competition uses the same scoring method. The solicitation’s criteria govern that procurement.
How does the RFP process vary?
Not every RFP is a large, written, competitive solicitation. Federal rules allow different approaches in limited circumstances:
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- Large area for complete description of work proposed
- Includes space for customer to sign his/her acceptance of proposal.
- 1-part form includes carbons to create 2 part forms if necessary.
- Space at top for company stamp.
- Sole-source acquisitions: FAR 15.002 advises tailoring the solicitation by removing unnecessary information and requirements, which may include evaluation criteria and extensive proposal instructions.
- Letter RFPs: FAR 15.203 permits them for sole-source acquisitions and other appropriate circumstances, subject to specified minimum information.
- Oral RFPs: FAR 15.203(f) authorizes them only in specified circumstances, including when written processing would delay the acquisition to the government’s detriment and notice is not required.
These are federal procurement provisions, not general rules for private-sector purchasing. For a live federal procurement, check the current FAR, any applicable agency supplement, and the solicitation. The FAR cited here is displayed on Acquisition.gov with FAC 2026-01, effective March 13, 2026.
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If you are considering a response, use the solicitation’s own requirements and procedures. Start with these checks:
- Requirement and deliverables: identify what the buyer needs and what you must provide.
- Proposal contents: list the requested information, documents, and representations.
- Deadline and submission method: note when and how the proposal must be submitted.
- Evaluation criteria: identify each factor and its stated relative importance.
- Terms and conditions: review the anticipated contract terms before deciding whether to respond.
- Questions process: follow only the method and timing specified in the solicitation.
For procurements involving software or data, the Acquisition.gov RFP Development Guide recommends clearly stating priorities for intellectual property and data rights, identifying required data or software deliverables and associated license rights, and communicating early with industry. That is specialist guidance for relevant procurements, not a universal checklist for every RFP.
How can you compare two RFPs?
There is no single universal RFP template. When comparing actual solicitations, assess the same practical dimensions in each:
- How clearly and completely the requirement is described.
- Which contract terms and conditions are anticipated.
- What proposal information is requested.
- What evaluation factors apply and how their relative importance is stated.
- What submission procedures and deadlines apply.
- Where data or software is involved, what deliverables and intellectual-property or data rights are addressed.
Federal acquisition guidance encourages exchanges with interested parties from early requirement identification through receipt of proposals, subject to procurement-integrity requirements. These exchanges can help surface concerns about requirements, contract type and terms, schedules, feasibility, proposal instructions, and evaluation criteria. See FAR 15.201.
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