What is a request for proposal (RFP)?

APMP is the Association of Proposal Management Professionals, a global membership body that sets standards and provides training and certifications for bid, tender, and proposal professionals. In procurement, suppliers often use APMP methods to plan, write, review, and manage responses to RFPs and tenders. APMP certification validates knowledge of proposal best practice and typically requires passing an exam and maintaining continuing professional development, so the credential may have renewal requirements depending on the level.

Bid management software is a digital tool that helps a supplier plan, coordinate, write, and submit bids and tenders in a controlled, trackable way. It centralises bid documents, deadlines, and stakeholder input, often using workflows, task assignment, approvals, and version control. Many systems also support go/no-go decisions, reusable answer libraries, compliance checks against tender requirements, and reporting on win rates and bid workload, including for public sector procurements.

A bid for a contract is a supplier’s formal offer to deliver goods, services, or works under the buyer’s stated requirements, usually including price, method, and evidence of capability. Suppliers submit bids in response to a tender or contract notice and must follow the instructions and evaluation criteria set out by the buyer. In public procurement, bids are typically assessed on a mix of quality and cost (often “most advantageous tender”), and incomplete or non-compliant bids can be rejected.

Bid management is the structured process of planning, coordinating, writing, reviewing, and submitting a bid or tender response to win a contract. It brings together the right people, evidence, pricing, and compliance checks to meet the buyer’s requirements and deadlines. For suppliers, bid management typically covers go/no-go decisions, clarification questions, drafting responses, approvals, and final submission, often using templates and version control to reduce risk and improve consistency across bids.

A bid manager is the person who plans, coordinates, and delivers an organisation’s response to a tender or bid to win a contract. They decide whether to bid, set the bid timetable, manage inputs from subject matter experts, and ensure the submission meets the buyer’s requirements and evaluation criteria. Bid managers typically oversee written responses, pricing and evidence, compliance checks, and internal reviews so the final bid is complete, consistent, and submitted on time.

A bid no-bid process is a structured decision method a supplier uses to decide whether to submit a bid for a tender or RFP. It screens opportunities against pass/fail requirements and evaluates fit with strategy, capability, capacity, risk, and likely competition. Teams often use a checklist or scoring matrix to make the decision consistent and to focus limited bid resources on opportunities with a realistic chance of winning.

A bid writer is a professional who plans and writes tender and funding application responses to help an organisation win a contract. They turn the supplier’s technical, commercial, and delivery information into clear answers that match the buyer’s requirements and scoring criteria. Bid writers also manage deadlines, gather evidence, ensure compliance with instructions, and edit for clarity and consistency across the submission.

Capture management is the structured process of identifying, qualifying, and shaping a sales opportunity so you are well positioned to win before a formal tender or RFP is published. It focuses on early customer insight, stakeholder mapping, competitor analysis, and a clear win strategy. A capture manager typically leads this work, coordinating teams to develop a capture plan and decide whether to bid and how to differentiate.

An expression of interest (EOI) is a short, non-binding submission that tells a buyer you want to be considered for a future contract or procurement opportunity. Suppliers typically respond to an EOI to confirm interest and share basic information such as capabilities, experience, and indicative delivery approach. Buyers use EOIs to test the market, shape requirements, and decide who to invite to a later stage such as a tender, RFP, or shortlist. An EOI is not usually a formal offer and does not create a contract.

An Invitation for Bid (IFB) is a formal procurement solicitation that invites suppliers to submit sealed bids against clear, detailed specifications, with the contract typically awarded to the lowest-priced bid that meets all requirements. Buyers use an IFB when they can define scope, standards, and terms upfront and want a price-based competition. For suppliers, success depends on demonstrating compliance with every mandatory requirement and submitting pricing in the required format by the deadline.

Most economically advantageous tender (MEAT) is an award criterion used in public procurement to select the bid that offers the best overall value, not simply the lowest price. Authorities compare tenders using a weighted mix of price (or cost) and quality factors such as technical merit, service levels, delivery, social value, and whole-life costs. For suppliers, MEAT means you must evidence both competitive pricing and measurable outcomes against the published scoring criteria. In the UK, newer guidance increasingly refers to “most advantageous tender” (MAT), but the principle of value-based evaluation is similar.

A pre-qualification questionnaire (PQQ) is a set of questions a buyer uses to screen suppliers before inviting them to tender for a contract. It checks whether you meet minimum requirements such as financial stability, relevant experience, technical capability, accreditations, and compliance (for example health and safety policies). In public procurement this stage helps buyers shortlist suitable bidders and may be replaced by or aligned with a Qualification Questionnaire or Supplier Assessment Questionnaire, with some questions scored and others assessed on a pass/fail basis.

Proposal management is the end-to-end process of planning, writing, coordinating, submitting, and tracking a proposal, often in response to an RFP or tender. It organises tasks, contributors, deadlines, approvals, and evidence so the final response meets the buyer’s requirements and evaluation criteria. A proposal manager typically leads this work, managing inputs from sales, technical, legal, and finance teams and ensuring consistency, compliance, and quality through reviews and version control.

A red line review is a contract review where changes and comments are shown as tracked edits (often in red) so both parties can compare the proposed contract against the original text. It is used to identify legal, commercial, and delivery risks, agree positions on key clauses, and reach a negotiable draft. In public sector procurement, suppliers often use red line review to respond to a draft contract after preferred bidder stage, focusing on issues like liability, indemnities, service levels, data protection, and termination terms.

A Request for Information (RFI) is a document a buyer uses to gather information from potential suppliers about their capabilities, approach, and available solutions before running a formal competition. It helps the buyer understand the market, refine requirements, and decide whether to issue an RFP/ITT or another route. For suppliers, an RFI is usually not a bid or a pricing exercise, but a chance to explain fit, constraints, and high-level options and evidence.

A request for quotation (RFQ) is a formal procurement document that asks suppliers to submit a price quote for clearly defined goods or services, usually with set quantities and delivery requirements. Buyers use RFQs when specifications are already known and they want to compare pricing and commercial terms. For suppliers, an RFQ typically requires a straightforward response covering price, lead times, compliance with requirements, and any assumptions or exclusions. RFQs differ from RFPs, which focus more on proposed solutions and evaluation of approach, not just price.

The Shipley proposal method is a structured, repeatable process for planning, writing, and reviewing bid proposals to improve win rates. It focuses on early capture planning, clear win themes, and compliance with buyer requirements before drafting begins. The method uses defined roles and review checkpoints to create customer-focused content and reduce last-minute rework, which helps suppliers respond more consistently to public and private sector tenders.

A Standard Selection Questionnaire (SSQ) is a standardised set of questions used by UK contracting authorities to assess whether a supplier is eligible and suitable to take part in a public procurement. It typically asks suppliers to self-declare against mandatory and discretionary exclusion grounds and to provide evidence of capability, such as financial standing and relevant experience. Authorities use the SSQ at the selection stage to shortlist bidders before evaluating tender submissions.

A statement of work (SOW) is a formal document that defines what work a supplier will deliver for a customer, including scope, deliverables, timelines, responsibilities, and acceptance criteria. It sits alongside the contract to translate high-level terms into clear, measurable requirements. In public sector procurement, the SOW helps bidders price accurately and reduces disputes by stating what “done” looks like, how changes are controlled, and how performance will be assessed.