Examples
Worked examples
- Is an instance
A university core facility issuing an RFP for a mass spectrometry service contract asks bidding vendors to propose their methodology, turnaround times, and quality-control approach, not only a price, since the technical approach itself is part of what is being evaluated and compared across bidders.
Counter-examples
Looks similar, but isn't
- Not an instance
Purchasing a specific reagent catalog item at a listed price does not call for an RFP -- there is nothing to propose an approach to, since the item and its specification are already fully defined; this is instead handled through a standard purchase order or, above a competitive threshold, a Request for Quote.
Editorial commentary
An RFP is used specifically when the buying institution needs vendors to propose how they would perform a scope of work — not just quote a price for a fully specified item — because approach, methodology, qualifications, or technical design meaningfully differ between bidders and matter to the outcome.
RFP vs. RFQ vs. RFI
- RFI (Request for Information) — scopes the market and available approaches; no intent to award a contract from the responses.
- RFP (Request for Proposal) — the work is defined at the level of a problem or scope, and vendors propose their approach plus price; the institution evaluates both together.
- RFQ (Request for Quote) — the work or item is already fully specified; vendors compete on price alone.
Typical RFP components
A research-office RFP typically includes a scope of work or draft Statement of Work (SOW), evaluation criteria and their relative weighting, submission requirements and deadline, and the anticipated contract term. The winning proposal’s approach is usually then formalized into a definitive SOW as part of the resulting contract.
Why federally funded research offices use a competitive RFP process
For purchases made with federal award funds above the relevant institutional and regulatory thresholds, 2 CFR 200.320’s competitive-proposals method of procurement — used where sealed bidding is not appropriate — is typically implemented through an RFP process, with the resulting evaluation and award documented to support audit review. See CASRAI’s guide to 2 CFR 200 procurement standards for the full competitive-procurement framework, and sole-source justification for when a competitive RFP process can legitimately be bypassed.
Frequently Asked Questions
Does every institutional purchase need an RFP?
No — RFPs are reserved for purchases above a defined dollar threshold or where technical approach genuinely varies between vendors; small or well-defined purchases typically use a purchase order or RFQ instead.
Can an RFP be used for a sole-source award?
Not typically — an RFP presumes competition among multiple bidders; a sole-source award instead requires documented justification for why competition was not sought (see sole-source justification letter).
Machine-readable encodings
Use in your systems
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