Construction RFP — The Ultimate Guide

What is a Construction RFP?

A construction request for proposal (RFP) is a document that is used by organizations to get details for accomplishing their goals from potential suppliers and helps to source the best contractor to create the drawing boards. 

A construction RFP is commonly the last part of the process when an organization is doing capital improvements. 

Many public agencies or private companies are issuing requests for proposals in construction when they are trying to build or enhance a property.

In construction projects, the RFP is sent out to invite contractors to review project documents and submit bids. The request is usually sent out by the owner or general contractor which occurs during the solicitation phase. 

The process of sending out construction RFPs is crucial for many companies as it determines whether or not the construction managers have the necessary experience, qualifications, creativity, and resources to finish the project.

What You Should Include in a Construction RFP

+ Template

The construction RFP has seven main components that you should include, which are the following:

1. General project information

The general project information is the basic information about the project. This section includes the following:

• What is the project all about
• When does it need to start
• When should it be completed
• What bottlenecks may arise once the project is started

2. Contract type

In this section, you outline what type of contract the client wants to enter into. You can ask them whether they want their contract to be a fixed-price or cost-reimbursement contract. 

3. Submission requirements

This section allows the client to know the information on how to respond to your RFP. The response might need to be:

• Submitted by a certain date
• A specific file type
• A specific number of pages

4. Scope of work

This section outlines what the contractor is expected to deliver. It should include:

• A breakdown of the specific tasks involved
• Materials, equipment, or labor required
• Any exclusions, responsibilities, or work that the contractor does not cover

In this section, you need to be as detailed as possible to avoid confusion later on.

5. Evaluation criteria

Let bidders know how their proposals will be assessed. This can help them align their response with your priorities. You may evaluate based on:

• Proposed cost or pricing structure
• Relevant project experience
• Timeline and ability to meet deadlines
• Approach to risk or problem-solving

6. Insurance and legal requirements

This outlines the minimum legal or insurance standards required for the project. This may include:

• General liability insurance
• Workers’ compensation coverage
• Agreement to standard contract terms or conditions

Adding this section will help filter out bidders who may not meet your minimum risk requirements.

7. Attachments or supporting documents

In this section, you can add supporting materials that will help contractors better understand the project and help them provide more accurate proposals. These could be:

• Site plans or floor layouts
• Technical specifications or blueprints
• Any visual references related to the job (e.g., photos, maps, or previous reports)

We built this ready-to-use template to help you draft clear and professional RFPs for any construction project. You can print it, edit it, or completely make it your own. And yes—we’ve already put it together in a downloadable Excel file for your convenience.

Once you start collecting proposals, review them carefully. Don’t just focus on price but also look at experience, approach, and whether the bidder really understands what you need. Good projects start with smart selection.

Construction RFP Example 

To understand how a construction RFP works in practice, let’s look at how the City of Springdale plans to expand its downtown civic center. The city’s facilities department will oversee the overall project, but will need to contract external experts for the construction phase. To manage this, the city uses a structured Construction Management RFP.

The internal team identifies the work that cannot be performed in-house:

• Site preparation, structural work, MEP installation, and interior build-out must be contracted out.
• In response, the team issues an RFP that clearly defines scope, deliverables, insurance requirements, and evaluation criteria.

Vendors are evaluated based on:

• Pricing structure: The city requests lump-sum pricing with room for alternate cost options.
• Experience: Bidders must show they’ve completed civic or mixed-use buildings over 30,000 sq. ft.
• Timeline: Proposals must align with a September 2025 start and December 2026 completion.
• Risk approach: Contractors should address potential winter delays and limited downtown access.

The city uses two contract types:

• A fixed-price (lump sum) contract for the overall construction, to control spending.
• A cost-reimbursable contract for specialized electrical work, where scope flexibility is needed.

The roles are clearly defined: 

• The capital projects manager (James Walker) oversees all deadlines and deliverables.
• The procurement officer issues the RFP, manages questions, and finalizes the contract.
• The city’s engineering team reviews the technical qualifications of each bid.

To reduce risk, the team adds safeguards:

• RFPs are limited to 30 pages to ensure clarity and conciseness.
• Contractors must provide general liability and workers’ compensation insurance.
• Terms and conditions include penalties for missed deadlines and incomplete work.

The procurement plan follows a four-week cycle:

• Week 1: Finalize the RFP and publish it for construction firms.
• Week 2: Accept and respond to vendor questions and issue any clarifications.
• Week 3: Receive and evaluate proposals based on the criteria.
• Week 4: Award the contract and schedule a kickoff meeting.

With contractors expected to begin work in mid-September and finish before the holidays in December 2026, this example shows how a clear, well-structured RFP template ensures accountability, reduces miscommunication, and helps municipal teams secure external services on time and within budget. 

Construction RFP Process

Creating and managing a construction RFP involves several steps. Each phase ensures that the project is communicated clearly and attracts the right contractors to bid. Here’s how the process works:

1. Define the project scope and requirements

The first step is to clearly define the construction project’s goal, scope,  timeline, and budget.

The project owner or their procurement team works closely with internal stakeholders such as architects, engineers, procurement managers, and consultants to identify exactly what needs to be built, any technical requirements, and potential site-specific challenges.

This ensures that the RFP will be aligned with the actual needs and constraints of the project. 

2. Draft the RFP document

Once the project details are defined, the organization or the project team creates the RFP document. 

This document outlines all the essential information a contractor would need to know in order to submit a proposal, including the scope of work, project timeline, contract type, evaluation criteria, and submission requirements.

It may also contain appendices such as technical drawings, site plans, or permitting information. During this step, the RFP must be written clearly and with precision to minimize confusion and avoid misinterpretation by potential bidders. 

3. Distribute the RFP to qualified contractors

After finalizing the RFP, it is sent out to potential or qualified contractors. Depending on whether the bidding process is open or selective, the RFP may be shared with a pre-qualified list of contractors or posted publicly on procurement portals, email, or physical notice boards.

At this point, contractors are formally invited to review the opportunity and prepare a response if they are interested and qualified. 

4. Respond to contractor questions

Contractors are typically given a window of time to review the RFP and submit questions or request clarifications. This is a critical part of the process as it helps resolve ambiguities or inconsistencies in the document before proposals are submitted.

The issuing organizations set a deadline for receiving questions and may organize a pre-bid meeting or site visit.

All clarifications are typically documented in a written addendum or appendix and shared with all bidders to ensure a fair and transparent process.

5. Receive and review proposals

Once the RFP has been clarified and the submission deadline arrives, contractors submit their completed formal responses in the required format.

These proposals generally include a technical approach, pricing breakdown, project schedule, company qualifications, and relevant past experience. Some may also include proposed subcontractors and safety protocols. 

All submissions are reviewed for completeness and compliance with the RFP instructions.

6. Evaluate proposals

After the submission period closes, the evaluation phase begins. A review committee evaluates the submitted proposals based on the predefined criteria. 

These criteria may include cost, technical capability, schedules, risk management strategies, and overall fit for the project. 

The committee may use scoring sheets, or weighted rankings, and in some cases, shortlist top bidders are invited for interviews or further clarification.

7. Select and notify the winning contractor

After evaluating all proposals, the team selects the contractor that offers the best overall value. This doesn’t always mean the lowest price but rather the best combination of experience, cost, timeline, quality, and capability. 

The winning bidder is formally notified, and the contract discussions or negotiations begin if needed. While unsuccessful bidders may also be informed as a professional courtesy. 

8. Finalize contract and mobilize

Once both parties agree to the final contract terms, the contract is signed. The contractor then begins preparations to start the project.

This phase includes final approvals, submission of bonds and insurance certificates, permitting, and mobilizing equipment and staff to the job site. 

A kickoff meeting is usually held to align on expectations and responsibilities before construction officially begins.