The Ultimate RFP Process Guide: 6 Steps

rfp process

RFP is an acronym for Request For Proposal. It is a formal document that requests proposals from potential vendors for a specific product or service. If you’re responsible for issuing RFPs, it’s important to understand the process and the steps involved.


Here Is a Six-Step Guide In The RFP Process:


Step 1: Gather RFP Requirements

The first step in the RFP process is gathering relevant requirements for RFP document creation. You should understand the scope of the project, the duration of the contract, and which vendors are being considered for this potential business deal.

You need to understand who is responsible for managing milestones in the RFP process. You also need to make sure that resources are available to review proposals that come back from interested vendors. Understand the purpose of the RFP document and its intended use by potential vendors.


Step 2: Create Your RFP Document

Now that you have all the requirements for your RFP document, it’s time to create it. You can simply create a questionnaire for the vendors. And, ask questions depending on what information you need. You can add the below questions to it:

  1. Which products or services do you offer that are a good fit for our needs?
  2. How is the implementation process?
  3. What kind of training do you offer?
  4. What is your project management process?
  5. What are your delivery timelines?
  6. How do you handle support and maintenance?

Step 3: Evaluate Proposals

After receiving proposals, you need to evaluate them. This involves reviewing each proposal and rating it against the requirements specified in the RFP document. It’s important to note that not all proposals may be a good fit for your specific needs. To evaluate well, answer these questions:

  • Did they provide a timely and accurate proposal?
  • Can the supplier scale meet our needs?
  • Are they familiar with our industry and/or the specific product or service we’re requesting?
  • Will their solution work within our budgetary constraints?
  • Do they have a good reputation?
  • Did they meet the requirements and specifications outlined in your RFP document?


Step 4: Review RFP Response

After evaluating the proposals, you need to review the vendor’s response. It will help you understand their response to your company requirements and if they are willing to sell to you at your price point.

Here is what you need to do:

  1. Review the quality of their RFP document preparation. This will tell you about their professionalism and attention to detail.

  2. Read their responses very carefully. You need to find out if they have met all the requirements of the RFP document.

  3. Determine their team’s expertise in your industry, product or service.

  4. Review their experience working with companies like yours.

  5. Inquire about references from other companies that they have worked with.

Step 5: Negotiate The Contract

The next step in the RFP process is negotiating a formal agreement with one or more suppliers that have been selected to provide what you’re looking for.

This should include consideration of price, services included, payment terms, delivery dates, and any penalties for late delivery. The negotiations should be handled by key stakeholders from both parties.

This improves buy-in from stakeholders and ensures that each viewpoint is honored. Once the negotiation is complete, the buyer issues a purchase order to the supplier.


Step 6: Issuing and Signing the Contract

The last and final step in the RFP process is issuing and signing the contract with the supplier(s) that have been selected.

This document legally binds both parties to the agreement and should include details such as product or service description, price, delivery dates, warranties, payment terms, and termination clauses. It’s important to ensure all stakeholders have reviewed and approved the contract before signing.



Now that you know the steps involved in the RFP process, you can begin your next procurement project with confidence. By following these steps, you’ll be able to select the best supplier for your needs while ensuring a smooth and successful implementation.

If you are looking for ways to streamline your sourcing process, get in touch with us today!