RFP — Request for Proposal

An RFP asks suppliers to propose how they would meet the buyer's requirement — method, team, timeline and price — and the buyer scores the proposals against published criteria.

What makes an RFP different from a quote

A price-only request (RFQ) assumes the buyer already knows exactly what it needs; the cheapest compliant bid wins. An RFP is used when the "how" matters as much as the "how much": the buyer states outcomes and constraints, and suppliers compete on solution quality as well as price.

The typical structure

Most Canadian public-sector RFPs contain: background and objectives, scope of work, mandatory and scored evaluation criteria, contract terms, submission format, and a deadline. Evaluation criteria must be published up front — a bidder can ask for the score breakdown after award in most jurisdictions.

How proposals are evaluated

A committee scores each compliant submission against the published criteria — commonly technical merit, team experience, approach, and price. Price weighting is stated in the document (e.g. 70/30 technical-to-price). Non-compliant proposals (missing mandatory items, late) are screened out before scoring.

Common questions

Is an RFP binding?

No. An RFP is an invitation to propose, not an offer to contract. The contract only forms when the buyer and the winning supplier sign an agreement — and most public-sector RFPs reserve the right to award to no one.

How long do buyers take to award an RFP?

Typically several weeks to a few months after the deadline, depending on evaluation complexity, approvals, and any supplier debrief or protest period.

Where can I find open RFPs?

Canadian public-sector RFPs are posted on buyer portals and aggregation sites — pubsec.pro tracks current opportunities across federal, provincial and municipal buyers.

Related definitions

RFQ vs RFP · Expression of Interest (EOI) · Standing offer · Contract award notice