RFI - Bidding Guide: Essential Steps for Successful Project Procurement

Understanding RFI in the Procurement Cycle

A Request for Information (RFI) helps buyers/ procurement teams gather details from suppliers before making major purchasing decisions. This process lets them collect market intelligence and assess potential suppliers. As a supplier - if you are invited to an RFI, it's great opportunity for your business to be involved early in the tendering process.

This article is aimed at buyers and those involved in procurement. However, it also useful to suppliers/ bidders - and we have highlighted this throughout.

Definition and Purpose of RFI

An RFI is a formal document sent to suppliers to collect basic information about products, services and capabilities. It helps to explore the market without committing to a purchase. It's also a chance to see how realistic the likely requirements are! Often part of preliminary marketing engagement (PME).

From a procurement perspective, the main goals of an RFI are:

• Learn about available solutions
• Screen potential suppliers
• Gather pricing estimates
• Identify technical specifications

The RFI should include clear questions about supplier qualifications, product details and delivery capabilities. This information helps you create a shortlist of suppliers for the next steps.

Bidders need to take an RFI seriously. It's a fantastic opportunity to engage, learn and potentially influence the next steps of the procurement process.

RFI vs RFQ vs RFP: Distinctions

Each procurement document serves a different purpose in the buying process:

RFI (Request for Information)

• Initial market research
• Basic supplier screening
• No commitment to purchase
• General information gathering

RFQ (Request for Quote)

• Specific pricing details
• Standard products/services
• Focus on costs
• Clear specifications needed

RFP (Request for Proposal)

• Detailed solution proposals
• Complex requirements
• Technical and cost evaluation
• Full project scoping

The RFI Process in Construction Projects

Construction projects are often large scale and complex - a Request for Information (RFI) helps you gain project clarity and avoid costly mistakes during construction. The process of engaging contractors early in the procurement exercise helps ensure a smooth transition.

Key Stages of RFI Implementation

Your RFI journey starts with identifying the need for clarification. Draft your question clearly and include all relevant drawings, photos or specifications.

Submit your RFI through proper channels - typically your project management system or designated RFI form. Include these key details:

• Project name and number
• Date submitted
• Clear description of the issue
• Required response date
• Related documents

Track each RFI with a unique reference number. Keep records of submission dates and responses to maintain accountability.

Effective RFI Strategies

Write focused, single-topic questions. This makes responses faster and tracking simpler.

Use these best practices to improve your RFI success:

• Submit RFIs early in the project phase
• Include photos or sketches when possible
• Be specific about what information you need
• Suggest potential solutions

Review similar past RFIs before submitting new ones. This helps prevent duplicate requests.

Set realistic response deadlines. Most RFIs need 5-10 working days for thorough answers.

Keep your RFI log updated. Regular reviews help identify patterns and prevent recurring issues.

Elements of a Comprehensive RFI Template

RFI templates will help you quickly gather essential information and makes it easier for suppliers to provide complete responses!

Components and Structure

The basic structure needs key sections to organise information clearly. Start with a project overview that outlines your organisation's background and requirements.

Include specific sections for:

• Company background and contact details
• Project scope and objectives
• Technical specifications
• Budget considerations
• Timeline expectations

Your template should have space for supplierss to provide:

• Company credentials
• Relevant experience
• Proposed solutions
• Cost estimates
• Implementation approach

Customising Templates for Project Needs

Choose a template that matches your project's scale and complexity. Make adjustments based on your industry and specific requirements.

Add sections that address:

• Industry-specific compliance needs
• Required certifications
• Performance metrics
• Service level agreements

Remove irrelevant sections to keep your RFI focused. This makes it easier for suppliers to provide targeted responses.

Create standardised scoring criteria to evaluate responses consistently. This helps you compare supplier submissions fairly.

Bid & Tender Writing Templates - For Suppliers

We will often develop template RFI, proposal, bid responses and tender answers for our clients bidding for formal tenders. As part of of a wider bid library these can help suppliers and contractors lower their bidding costs.

We also have Tender Library - part of our Bid Software tools, detailed further below (within the tech section).

Role of RFI in the Evaluation and Bidding Process

RFIs help you make informed decisions about suppliers and costs before starting formal procurement. They provide essential data to shape your buying strategy and identify the most suitable supplier.

Gathering Pricing Information

You need to collect pricing details early in the process to set realistic budgets. Ask suppliers for rough cost estimates and pricing models through your RFI questions.

Create a standardised format for suppliers to submit their pricing information. This makes it easier to compare different offerings.

Key pricing elements to request:

• Base costs for products/services
• Additional fees or charges
• Volume discounts
• Payment terms
• Price flexibility options

Assessment of Supplier Capabilities and Selection

Your RFI should evaluate suppliers' ability to meet your needs. Focus on their technical skills, resources, and experience.

Essential assessment criteria:

• Track record with similar projects
• Staff expertise and qualifications
• Quality control processes
• Production capacity
• Financial stability

Send RFIs to multiple suppliers to compare capabilities. This helps you create a shortlist of qualified suppliers for the next stage.

Use a scoring system to rate responses objectively. Give higher weights to criteria that matter most for your project.

Keep your questions specific and measurable. This makes it simpler to evaluate and compare supplier responses fairly.

It is important for bidders to follow the instructions provided as part of the procurement to ensure they maximise their chances of scoring highly and ultimately providing a solution which is fit for purpose and offers reassurance.

Information Gaps and Design Clarifications

Clear communication and proper documentation help resolve project uncertainties quickly. Getting answers about unclear specifications and site conditions keeps work moving forward smoothly.

Addressing Uncertainties in Project Specifications

You need to identify gaps in project documentation as early as possible. Look closely at drawings, specifications and site conditions to spot potential issues.

Make your queries specific and focused. Include relevant drawing references, specification sections and photos to give context.

List key details that need clarification:

• Conflicting information between drawings
• Missing dimensions or details
• Unclear material requirements
• Unforeseen site conditions

Consider proposing solutions when you submit questions. This shows initiative and can speed up the resolution process.

Communication Protocols for Queries

Submit your questions through proper channels using the project's RFI system. Track each query with a unique reference number.

Keep your RFI submissions clear and professional:

• Write one question per RFI
• Use neutral, factual language
• Attach relevant documents and photos
• Note any schedule impacts

Set realistic response timeframes. Many projects require 5-10 working days for design teams to review and answer queries.

Follow up on outstanding RFIs weekly. Document all communications and save responses in your project files.

Our Tender Clarifications article focuses on this from a bidders perspective.

Integrating RFI with Other Procurement Documents

Procurement documents work together as building blocks in the purchasing process. Each document serves a unique purpose while supporting the next stage.

Synergy between RFI, RFP, and RFQ

The RFI helps you gather basic information about suppliers and solutions. This data shapes your RFP and RFQ documents.

When writing an RFP, use RFI responses to create more targeted requirements and evaluation criteria. Include specific technical details that suppliers provided during the RFI stage.

Your RFQ benefits from both earlier documents. Price quotes become more accurate because suppliers understand your needs better through the RFI and RFP phases.

Key Document Flow:

• RFI: Gather market intelligence
• RFP: Define detailed requirements
• RFQ: Request precise pricing

Transitioning from RFI to Request for Tender

The RFI sets up a strong foundation for your tender document. Take the supplier capabilities you discovered and turn them into tender specifications.

Use RFI responses to set realistic deadlines and delivery terms in your tender. Suppliers have already shared their standard lead times and capacity limits.

Include a supplier shortlist based on RFI feedback. This helps you invite only qualified suppliers to bid on your tender.

Tips for Smooth Transition:

• Transfer relevant technical specs from RFI to tender
• Update requirements based on supplier input
• Remove suppliers who don't meet basic criteria

5 Reasons You May Not Need to Use an RFI in Procurement

1. Regularly Procured Goods or Services – If the market is well-known and established, with clear pricing and suppliers, an RFI may be unnecessary.
2. Limited Scope for Innovation – When the requirement is standardised with little variation or opportunity for new solutions, an RFI adds little value.
3. Existing Market Knowledge – If the procurement team already understands the supplier landscape, capabilities, and pricing, an RFI may duplicate effort.
4. Urgent Procurement Needs – When time constraints require a swift tendering process, an RFI can slow things down without significant benefits.
5. Framework Agreements in Place – If a suitable framework or DPS (Dynamic Purchasing System) is available, an RFI may not be needed as pre-qualified suppliers are already identified.

The Impact of RFI on Project Management

RFIs play a crucial role in managing construction projects by helping you avoid costly mistakes and maintain efficient inventory control. Proper RFI management reduces project delays and keeps costs under control.

Avoiding Costly Errors and Project Delays

You need a clear RFI tracking system to prevent delays and inefficiencies. Digital project management tools help you monitor response times and flag urgent requests.

Keep your RFIs focused on single issues rather than combining multiple questions. This makes responses faster and more accurate.

Set clear deadlines for RFI responses in your project timeline. Track these carefully to prevent schedule impacts.

Improving Inventory Management and Project Progress

Digital RFI systems help you track material requirements more precisely. You can link RFIs directly to your inventory management system.

Create a centralised database of RFI responses to prevent repeated questions about similar issues. This saves time and reduces confusion.

Quick RFI processing helps you maintain proper stock levels. You can order materials earlier when you get faster answers about specifications.

Track RFI patterns to identify common issues. Use this data to improve your planning for future projects and reduce the number of queries needed.

Best Practices for General Contractors and Subcontractors

Clear RFI submissions and quick responses keep projects moving smoothly. The right approach saves time, reduces errors, and helps you avoid costly rework.

Tender Writing Effective RFI Submissions

Use a standardised RFI form with your company details, project name, and RFI number clearly marked at the top. Include precise drawings or photos to illustrate your query.

Keep your questions focused and specific. Write one question per RFI to make responses faster and tracking simpler.

Essential elements to include:

• Reference documents and drawings
• Location details
• Impact on schedule
• Proposed solutions
• Required response date

Add supporting sketches or marked-up drawings to explain complex issues. This helps designers and engineers understand your query quickly.

Maximising Response Rates and Quality

Track every RFI with digital tools or specialised software. Set up automatic reminders for pending responses to prevent delays.

Tips for better responses:

• Send RFIs early in the workday
• Follow up after 48 hours
• Mark urgent items clearly
• Keep a log of all communications

Build good relationships with design teams through clear, professional communication. This leads to faster, more detailed responses.

Use RFI tracking software to manage submissions and responses. The right tools help you spot patterns and prevent similar questions in future projects.

Check answered RFIs promptly and ask for clarification if needed. Share important responses with your team and subcontractors straight away.

Conducting Market Research

You can use RFIs to map out the supplier landscape and spot emerging trends in your industry.

Send targeted questions about suppliers' capabilities, technologies, and service delivery models.

Create a standardised scoring system to rank supplier responses based on key criteria:

• Technical expertise
• Industry experience
• Support capabilities
• Innovation potential
• Quality certifications

Track responses in a simple comparison matrix to identify which suppliers align with your requirements. This helps narrow down your suppliers shortlist efficiently.

Evaluating Supplier Information and Pricing Details

Focus your RFI questions on specific pricing models, service levels, and delivery timeframes.

Ask suppliers to provide detailed cost breakdowns and explain their pricing structure.

Key areas to examine:

• Base costs and recurring fees
• Additional service charges
• Volume discounts
• Payment terms
• Contract flexibility

Compare suppliers responses systematically using a weighted scoring method.

Assign higher weights to critical factors like price competitiveness and service quality.

Document any unique offerings or innovative solutions that could give you a competitive advantage. This information proves valuable when crafting your final RFP requirements.

Technology and Tools to Optimise the RFI Experience

Modern software tools and digital platforms transform how procurement teams handle RFI processes.

These solutions cut manual work and boost efficiency through automation and seamless data flow.

Automating RFI Processes with Specialised Software

Digital RFI platforms let you create standardised templates and distribute them to suppliers with a single click.

These tools track responses automatically and send reminders when needed.

You can set up scoring systems to evaluate supplier responses objectively.

The software analyses submissions and generates comparison reports to help identify the best-qualified vendors.

Key Features:

• Automated response tracking
• Built-in evaluation frameworks
• Real-time collaboration tools
• Document version control
• Audit trail capabilities

Integration with Construction and Procurement Systems

Your RFI software should connect smoothly with other business systems like ERP and project management tools.

This integration prevents duplicate data entry and keeps information current across platforms.

Many solutions offer APIs to link with:

• Contract management systems
• Supplier databases
• Document control systems
• Financial software
• Project scheduling tools

The right integrations help your procurement team maintain accurate records and speed up the entire RFX process.

You'll spot trends more easily and make better-informed decisions about supplier selection.

Custom dashboards show real-time updates on RFI status, response rates, and supplier performance metrics. This visibility helps you manage deadlines and follow up with suppliers promptly.

Supplier Bidding Software

Thornton & Lowe’s Bid Software combines Tender Pipeline and Tender Library, providing a seamless solution for suppliers looking to discover, draft, and deliver winning bids - all in one place.

• Tender Pipeline helps you find and track live tender opportunities with ease. Free access allows you to browse daily updates, while a Premium upgrade unlocks enhanced features, including downloads, competitor insights, and framework tracking.
• Tender Library takes bid management to the next level, offering a centralised content repository with AI-powered tools to refine, merge, and improve past responses. Whether you need to quickly locate previous answers, enhance bid quality, or manage team collaboration, Tender Library streamlines the entire process.

Perfect for:
✔ New to tendering? Use Tender Library to access frequently asked tender responses and create strong first drafts.
✔ Experienced bid teams? Upload and manage your existing bid content, track deadlines, and optimise responses with AI-driven reviews.
✔ Need more tender opportunities? Tender Pipeline ensures you never miss a relevant contract.

Get started today - find tenders, organise your bids, and improve your success rate with Thornton & Lowe’s Bid Software.

Frequently Asked Questions

Clear and accurate RFI documents help construction companies gather essential project details and make informed bidding decisions.

A well-structured RFI saves time and prevents costly misunderstandings during the bidding process.

How does one draft a Request for Information (RFI) in the context of construction bidding?

Start with a clear project title and reference number at the top of your document. Include your company details and contact information.

Write specific questions about the project specifications, materials, or timelines that need clarification. Keep each question focused on a single topic.

Use simple, direct language to avoid confusion. Number your questions for easy reference and tracking.

Can you detail the typical contents of an RFI for bidding purposes?

Your RFI must include project identification details, submission deadlines, and contact information for responses.

List your technical questions about building specifications, site conditions, and material requirements.

Add queries about scheduling, safety requirements, and any project-specific regulations you need to understand.

What steps are involved in the RFI process within the construction industry?

Identify gaps in the project information provided in the tender documents. Draft your questions clearly and precisely.

Submit your RFI through the specified channels, often via email or an online portal. Track the submission with a unique reference number.

Wait for the response within the given timeframe. Document all answers received for your bid preparation.

Could you provide examples of an effective RFI in a construction bidding scenario?

"Please clarify the required depth of foundation for Building B as shown in Drawing A-101."

"What is the specified fire rating requirement for the partition walls between units?"

"Are there any restrictions on working hours or noise levels during construction?"

How should one structure an RFI to ensure it meets the requirements of the bidding process?

Use a professional letterhead with your company information. Include the project name, tender reference, and date.

Create separate sections for different types of questions: technical, administrative, and commercial.

Add space after each question for the client's response. Number pages and questions for easy reference.

What are the best practices for creating a comprehensive RFI template for construction bidding?

Create a standard header section with fields for project details, dates, and contact information.

Include a brief project overview at the start.

Group similar questions together under clear headings.

Leave ample space for responses.

Add a tracking system for RFI numbers and submission dates.