The RFP Process: A Modern 20-Step Guide for Procurement Teams
- Robert
- Sep 25, 2019
- 4 min read
Updated: Sep 15
Table of contents
In case you don't have time to read the whole article, here is a short video summary:
Running an RFP shouldn't feel overwhelming. The purpose is simple: gather competitive proposals, evaluate them fairly, and select the best supplier. Yet many organizations still struggle with structure, consistency, and transparency. This updated 20-step guide helps procurement professionals navigate every stage of the RFP process with clarity and efficiency.
Whether you’re sourcing IT software, construction services, or manufacturing components, this guide will help you streamline your sourcing workflow and avoid common pitfalls.
Why Most RFPs Fail (And How to Fix It)
RFPs fail for two reasons: lack of clarity and lack of structure. Teams jump into writing questions without aligning on needs. They forget to define evaluation criteria. They send vague documents to suppliers and hope for magic.
But the truth is, a successful RFP process is a disciplined one. You need to get the basics right - the right people, clear requirements, and a consistent, digital workflow.
Let’s break it down.
The 20 Steps of a Successful RFP
1. Start With the Right Team
The first mistake most companies make? They treat the RFP like a one-person job. Don’t.
Form a small team (4–6 people is ideal) with experts from IT, finance, legal, and the business unit involved. Assign roles: who’s drafting questions, who’s reviewing contracts, who’s scoring proposals.
2. Clarify What You Need
You can’t get good proposals without good requirements. Be specific. Translate goals like “cut costs” into measurable targets like “10% reduction in unit cost.” If your needs aren’t clear, run an RFI first.
3. Identify Your Supplier Pool
Start wide, then narrow. Use referrals, certifications, and industry directories. Verify credentials, especially for complex or compliance-heavy projects. Don’t forget to look locally and globally -both offer different strengths.
4. Sign the NDAs
Before you share any sensitive info, get confidentiality agreements in place. This protects your data and filters out non-serious bidders.
5. Design Smart Questions
Avoid generic, open-ended questions like “Tell us about your company.” Instead, ask specific, structured questions tied to scoring criteria. Think: certifications, average lead times, capacity, and experience.
6. Standardize the Pricing Template
One of the biggest RFP headaches is comparing apples to oranges in pricing responses. Provide a structured pricing sheet with cost categories, editable fields, and space for assumptions like volume discounts or implementation fees.
7. Write a Clear RFP Overview
This is your project’s cover letter. Explain what the RFP is about, what you expect from suppliers, timelines, scope, and contact info. Suppliers are far more likely to participate seriously if they understand the bigger picture.
8. List the Required Docs
Ask suppliers to submit mandatory documents upfront - like ISO certifications, ESG policies, insurance, or financials. These are not afterthoughts; they’re part of compliance and should factor into evaluation.
9. Choose the Right Format
Digital platforms reduce errors and ensure audit trails. If you use email, enforce strict submission standards to avoid confusion.
10. Create an Evaluation Matrix
Define how you’ll score suppliers before the responses come in. Assign weights (e.g., 30% price, 40% technical fit), use numeric scales, and train your evaluators. This brings objectivity to decision-making.
11. Launch the RFP
Send the RFP to your supplier list (or publish it, depending on your policy). Make sure all attachments, links, and deadlines are correct - nothing undermines your credibility like the wrong file version.
12. Manage Supplier Questions Transparently
Suppliers will have questions. Collect them centrally, publish the answers to everyone, and set deadlines. Never answer questions privately - it creates a fairness issue (and sometimes, legal risk).
13. Collect Responses
Once the deadline hits, submissions should be locked. Timestamp everything. Confirm receipt and completeness. And please, don’t store proposals in your inbox - use secure, centralized tools.
14. Review and Score Proposals
Distribute proposals and scorecards to evaluators. Start with independent scoring, then consolidate and document all reasoning. Flag unclear responses for clarification.
15. Shortlist the Top Suppliers
Choose 3–5 finalists based on scores. Don’t forget to keep one or two alternates. Notify the shortlisted suppliers early to keep momentum going.
16. Align Scope of Work and Contracts
Make sure the proposals match your original requirements. This is where gaps often appear. Review draft contracts with legal, and clarify deliverables and pricing.
17. Negotiate (or Run a Reverse Auction)
If you’ve got multiple qualified vendors, a reverse auction may work. Otherwise, use your leverage to negotiate beyond price - payment terms, SLAs, support, and innovation.
18. Get Executive Approval
Present the results, ranking, risk notes, and rationale for selection to leadership. Executives want decisions backed by data - not gut feelings.
19. Award the Contract
Send formal award letters. Finalize contracts and project timelines. Conduct a post-mortem with your team.
20. Notify Unsuccessful Suppliers
Thank all vendors for participating. Offer feedback where possible. Leaving a good impression increases future participation.
Learn how to streamline your RFP process.
Download our RFP Process Guide!
Where AI & Technology Fit In
Let’s face it - procurement is evolving fast. And RFPs that used to take weeks (or months) can now be streamlined with the right technology.
Here’s where AI and digital platforms like Prokuria bring real value:
AI-assisted requirement gathering: Analyze past spend and contracts to generate realistic baselines.
Supplier discovery: NLP tools can identify credible new vendors and flag risky ones.
Scoring automation: Pre-score responses to accelerate evaluation (with human review).
Negotiation support: AI compares benchmarks to guide smarter concessions.
Risk detection: Machine learning spots inconsistencies, red flags, and copied content fast.
More importantly, digital tools give you:
Audit trails for every step
Custom templates for RFPs, RFQs, and RFIs
Supplier Q&A management
Built-in scoring and comparison dashboards
Multi-language, multi-currency capabilities
Ready to Elevate Your RFP Process?
Prokuria’s digital platform simplifies sourcing from end to end. From customizable templates to automated scoring and global-ready features, our solution helps procurement teams save time, reduce risk, and make smarter decisions.
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