Understanding the RFP Process: What Every Business Should Know
The RFP process begins when an organization identifies a need for a product or service and seeks proposals from various vendors to cater to that need. The RFP document serves as a formal invitation to submit business proposals and outlines the project’s requirements, scope, and evaluation criteria. Vendors must understand each aspect of the RFP to tailor their proposals accordingly.
A thorough reading of the RFP allows businesses to assess the feasibility and align their offerings with the client’s objectives. Key components such as submission deadlines, formatting guidelines, and specific questions must be noted. Responding appropriately to a request for proposal (RFP) begins with a comprehensive understanding of its contents and expectations. Upland’s Qvidian is an ideal solution for managing RFPs efficiently and effectively.
Moreover, businesses should evaluate the RFP in the context of their capabilities and strategize on how to communicate their unique value proposition. It’s not just about meeting the requirements but also about how you can stand out among competitors. The initial review process should involve key stakeholders within the organization to cover different perspectives and expertise.
Language That Gets You Rejected
Americans write RFPs like sales pitches. Everything’s “innovative,” “world-class,” “best-in-class.” They want you to sell hard in your response. I’ve seen US RFPs literally ask “Why are you the best choice?” expecting you to brag.
UK RFPs read like legal documents. They want “evidence-based responses” and “demonstrable experience.” Write an American-style response to a UK RFP and they’ll think you’re full of it. Too much enthusiasm reads as unprofessional.
Real example: US RFP asked for our “unique value proposition and competitive advantages.” UK version of basically the same project asked for “relevant experience and methodology.” Same question, totally different framing.
Americans love acronyms but spell them out first time. Brits assume you know what OJEU, PQQ, ITT mean. If you don’t know that PQQ (Pre-Qualification Questionnaire) comes before the actual tender in UK, you’re already lost.
Money Talk (Where Things Get Weird)
US RFPs want detailed cost breakdowns upfront. They’ll ask for hourly rates, overhead percentages, profit margins. They want to see exactly where every dollar goes. Sometimes they even want to know your employees’ salaries.
UK tenders often want a single price first, then maybe breakdowns later. They call it “most economically advantageous tender” (MEAT) which sounds ridiculous but means best value, not cheapest. US says “lowest responsive bidder” and usually means it.
Currency assumptions mess people up. US RFPs quote everything in dollars obviously. UK ones might use pounds sterling or euros depending on the buyer. But here’s the killer – US companies include sales tax separately, UK includes VAT in the price. Mess this up and your bid’s 20% off.
Payment terms are backwards. US RFPs standard is Net 30, maybe Net 45 for government. UK public sector can be 60-90 days and they act like that’s normal. Build that cash flow difference into your pricing or you’ll go broke waiting to get paid.
Page Limits and Format Wars
US RFPs: “Response must not exceed 50 pages, 12-point font, 1-inch margins.” They’ll disqualify you for page 51.
UK tenders: “Please be concise.” That’s it. Then they complain if you write too much but never said what too much means. I’ve seen winning UK bids that were 200 pages for something Americans would limit to 30.
Americans want executive summaries, always, no exceptions. One page, bullet points, why you should win. UK wants a “compliance matrix” showing how you meet every single requirement, line by line. Skip either one and you’re out.
Graphics and charts – Americans love them. The flashier the better. Infographics, color diagrams, stock photos of smiling people in suits. UK reviewers want tables and text. Too many graphics looks like you’re compensating for weak content.
Scoring Systems Nobody Explains
US scoring is usually straightforward: Technical approach 40%, Price 30%, Experience 20%, Small business participation 10%. They tell you exactly how they’ll score.
UK uses this mysterious “quality/price ratio” that might be 60/40, 70/30, or 80/20 but they don’t always say which. Plus they have “gateway questions” that are pass/fail before they even look at your score. Fail one gateway question about insurance levels or financial stability and your perfect technical response means nothing.
Social value is huge in UK now – how many local people will you employ, environmental impact, community benefits. US cares about this for federal contracts (socioeconomic categories) but it’s usually just checking boxes about minority/women/veteran-owned business participation.
Legal Stuff That Changes Everything
US RFPs reference FAR (Federal Acquisition Regulation) for government work. States have their own versions. Commercial RFPs might reference UCC (Uniform Commercial Code). These create the baseline rules.
UK has Public Contracts Regulations 2015, which comes from EU procurement law they kept after Brexit. Totally different framework. Standstill periods, TUPE regulations for staff transfers, framework agreements that work nothing like US indefinite delivery contracts.
Liability caps show the difference. US RFPs want unlimited liability or huge caps. UK typically accepts limited liability at contract value. US wants you to indemnify them for everything. UK splits liability more evenly.
Insurance requirements – US wants $1-5 million general liability minimum. UK wants £5-10 million public liability plus professional indemnity. Different types of coverage, different proof required.
Timelines That Make No Sense
US RFPs give you 2-3 weeks typically, maybe 30 days for big federal contracts. Questions due in 3 days, answers in 5 days, submit day 14. Tight but manageable.
UK tenders for anything serious run 30-40 days minimum because of OJEU rules. But then they want site visits, clarification meetings, presentations. The whole process takes months. But here’s the twist – they might want you to start work immediately after award, while US has protests and congressional approval that delays start 60-90 days.
Questions They Ask Differently
- US: “Describe your project management approach” wants to hear about PMP certification, Agile methodology, your PM software.
- UK: “Outline your delivery methodology” wants stages, milestones, risk management, governance structure.
- US: “Provide three references from similar projects” means same size, same industry, last two years.
- UK: “Provide evidence of relevant experience” might accept one perfect example from five years ago over three mediocre recent ones.
- US: “Key personnel resumes” wants education, certifications, years of experience.
- UK: “CVs for proposed team” wants specific project examples, day rates, availability percentage.
Negotiation Expectations
US RFPs often say “no negotiations” but everyone knows there’s always negotiation. They’ll come back asking for best and final offer (BAFO). Sometimes multiple rounds.
UK competitive dialogue procedure means formal negotiation rounds with specific rules. Or they really mean no negotiation and you better get it right first time. Depends on the procedure type – open, restricted, competitive dialogue, innovation partnership – each has different rules.
Submission Methods That Drive You Crazy
US loves their proprietary portals. SAM.gov for federal, each state has their own, large companies have supplier portals. Each one needs separate registration, different document formats, specific naming conventions.
UK uses e-tendering portals too but also still accepts email submissions sometimes. They love their zip files with specific folder structures. “Section 1 – Mandatory Requirements” as a folder name, not just “Requirements.”
Evaluation Meetings and Presentations
US usually decides on paper. Maybe a phone call for clarification. Presentations only for huge contracts.
UK loves presentations. Even £50k contracts might require a presentation. They’ll invite three finalists to present, give you 20 minutes, then grill you for an hour. The presentation might be 30% of your score but they tell you about it after submission.
Crafting a Winning RFP Response: Key Elements to Include
To craft a winning RFP response, start with a clear, compelling executive summary that shows why your company is the best choice. Follow with a detailed understanding of the client’s needs and how your solutions align.
Include case studies or past projects to demonstrate experience, and highlight any added value or innovations that set you apart. Provide a transparent, detailed pricing structure that fits the budget without sacrificing quality, and note any assumptions or conditions. Finally, ensure the proposal is well-structured, error-free, and professional to reflect attention to detail and a commitment to excellence.