What Is an RFP?
An RFP (Request for Proposal) is a formal document issued by an organisation inviting suppliers to submit proposals for a specific project or service. RFPs are common in both public and private sector procurement, particularly for complex requirements where the buyer wants to evaluate different approaches, not just prices.
An RFP typically:
- Describes the buyer's needs and objectives
- Allows suppliers flexibility in how they propose to meet those needs
- Evaluates responses on quality, approach, experience, and price
- May involve negotiation or clarification rounds
- Is common in professional services, technology, and consultancy procurement
What Is a Tender?
A tender is a formal process of inviting suppliers to submit competitive bids for a contract. In UK public sector procurement, tendering follows strict legal procedures governed by the Procurement Act 2023 and associated regulations.
A tender typically:
- Is more structured and formal than an RFP
- Follows legally prescribed procedures (for public sector)
- Uses standardised documentation (ITT, specification, pricing schedule)
- Has strict deadlines and compliance requirements
- Is mandatory for public sector contracts above specified thresholds
- Must be advertised on Contracts Finder or Find a Tender
Key Differences Between RFP and Tender
| Aspect | RFP | Tender | |--------|-----|--------| | Formality | Moderate — structured but flexible | High — legally prescribed procedures | | Flexibility | Suppliers can propose different approaches | Requirements usually more prescriptive | | Negotiation | Often allows post-submission negotiation | Limited — typically evaluate as submitted | | Legal framework | Buyer's own procurement policy | Procurement Act 2023, PCR 2015 | | Transparency | Varies by organisation | Mandatory publication and standstill periods | | Common sectors | Technology, consulting, private sector | Construction, public services, government | | Evaluation | Quality-weighted, flexible criteria | Published criteria with fixed weightings | | Timeline | Buyer-determined | Minimum periods specified by law |
Related Procurement Terms
RFI (Request for Information)
An exploratory document used to gather market intelligence before issuing an RFP or tender. An RFI:
- Tests whether the market can meet your requirements
- Helps shape specifications
- Doesn't commit to a procurement
- Is non-binding on both sides
- Is recommended by GOV.UK as a pre-procurement step for complex requirements
RFQ (Request for Quotation)
A simpler procurement document focused primarily on price. An RFQ:
- Has a clearly defined specification (not open to interpretation)
- Evaluates primarily on price and delivery capability
- Is appropriate for commodity purchases
- Requires less complex responses than RFPs
ITT (Invitation to Tender)
The specific document within a tender process that invites suppliers to submit their bids. The ITT is the operational document that contains:
- Detailed specification
- Evaluation criteria and weightings
- Response format and instructions
- Commercial terms and conditions
- Pricing schedule
- Submission deadline
The ITT is issued after any pre-qualification stage and represents the formal invitation to bid.
EOI (Expression of Interest)
A preliminary stage where suppliers indicate their interest in an upcoming opportunity:
- Non-binding declaration of interest
- May be used to gauge market capacity
- Sometimes used to create shortlists
- Common in construction and infrastructure procurement
PQQ / SQ (Pre-Qualification Questionnaire / Selection Questionnaire)
The first stage in a two-stage procurement, assessing:
- Financial stability
- Technical capability
- Relevant experience
- Policies and accreditations
- The standard template is published by Cabinet Office
When to Use an RFP vs a Tender
Use an RFP When:
- You're in the private sector with flexibility on procurement process
- The requirement is complex and you want to see different approaches
- You're open to negotiation on scope, methodology, or pricing
- You value innovation and creative solutions
- The outcome is more important than the specific approach
Use a Tender When:
- You're a UK public sector organisation above procurement thresholds
- The requirement is well-defined and specific
- You need a transparent, auditable process
- Legal compliance is paramount
- Multiple suppliers can deliver to the same specification
The Convergence
In practice, the distinction is blurring:
- The Competitive Flexible Procedure introduced by the Procurement Act 2023 gives public sector buyers more RFP-like flexibility
- Many private sector organisations adopt tender-like rigour for major procurements
- The term "tender" is increasingly used informally to mean any competitive procurement process
- Technology RFPs in the public sector often function like traditional tenders
The UK Procurement Landscape
Public Sector Procurement Rules
UK public sector procurement is now governed by the Procurement Act 2023, which replaced the Public Contracts Regulations 2015 (derived from EU directives). Key features:
- Transparency — All opportunities above threshold must be published on Find a Tender
- Below-threshold — Opportunities above £12,000 (central government) or £30,000 (other) must be on Contracts Finder
- Procedures — Open, competitive flexible, limited tendering, innovation partnership
- Exclusions — Mandatory and discretionary grounds for excluding suppliers
- Standstill — 10-day period between award decision and contract signing
- Remedies — Suppliers can challenge unlawful decisions through the courts
Private Sector Procurement
Private companies aren't bound by the same regulations but often adopt similar practices for:
- Governance — Demonstrating value for money to shareholders
- Risk management — Structured evaluation reduces procurement risk
- Fairness — Competitive processes typically get better outcomes
- Audit trail — Documented decisions for compliance and governance
How rfp.quest Handles Both RFPs and Tenders
Whether you're responding to formal public sector tenders or private sector RFPs, rfp.quest provides:
For RFP Responses:
- Proposal structuring — AI organises your response to match buyer requirements
- Approach differentiation — Highlight your unique methodology and innovation
- Pricing flexibility — Build different pricing models for negotiation scenarios
- Presentation support — Prepare for shortlist presentations and negotiations
For Tender Responses:
- Compliance assurance — Automated checking against all mandatory requirements
- Evaluation alignment — Structure responses to score against published criteria
- Content library — Reuse approved answers for standard questions (policies, case studies, team CVs)
- Deadline management — Never miss a submission deadline with automated tracking
For Both:
- AI bid writing — Generate first drafts tailored to the specific requirements
- Collaboration — Multi-author editing with review and approval workflows
- Analytics — Track win rates, identify scoring patterns, and improve over time
- Templates — Pre-built response structures for common procurement types
Explore our full RFP software platform or learn more about our tender software capabilities.
Frequently Asked Questions
Is an RFP the same as a tender? Not exactly. An RFP (Request for Proposal) is generally less formal and allows more flexibility in how suppliers respond. A tender follows a more prescribed legal process, particularly in the UK public sector. However, the terms are increasingly used interchangeably in everyday business.
Do private companies issue tenders? Yes, though they're not legally required to. Many large companies and organisations use competitive tender processes for significant procurements to ensure value for money and proper governance.
What does "open tender" mean? An open tender is advertised publicly and any interested supplier can submit a response. There's no pre-qualification stage — everyone competes on the same basis. This is the simplest tender procedure under UK procurement law.
Can I negotiate after submitting a tender? In traditional tender procedures, negotiation is limited or prohibited. However, the new Competitive Flexible Procedure under the Procurement Act 2023 allows buyers to include negotiation rounds. RFPs in the private sector typically allow more negotiation.
What is "competitive dialogue"? A procurement procedure used for particularly complex contracts. The buyer holds discussions with shortlisted suppliers to develop solutions before inviting final tenders. It's governed by specific rules under UK procurement legislation and is typically used for PPP/PFI projects, complex IT, and major infrastructure.
How do I find RFP and tender opportunities? Public sector: Contracts Finder and Find a Tender. Private sector: company websites, industry portals, and networking. Use rfp.quest to aggregate opportunities and receive automated alerts.
Start finding and winning RFPs and tenders → with our AI-powered procurement software.