The Role of RFPs in UK Construction Projects

By

Samantha Nemeny

Reviewed by 

Nicholas Dunbar

and Zoe Mullan

Last Updated Dec 30, 2025

By

Samantha Nemeny

Reviewed By

Nicholas Dunbar

and Zoe Mullan

Requests for Proposals (RFPs) are a core document for construction procurement in the United Kingdom. Effective RFPs align expectations, establish clear evaluation criteria, and create accountability between clients and contractors. In UK construction, an RFP goes beyond price – it keeps projects on budget and on programme while satisfying obligations under the Public Contracts Regulations 2015 (or the new Procurement Act 2023 for projects commencing after February 2025).

However, poorly structured RFPs create significant business risks, introducing ambiguity into scope definitions, attracting unqualified contractors, and leading to potential disputes and budget overruns. The difference between a properly executed and problematic RFP often comes down to structure, clarity, and strategic distribution.

This guide breaks down what to include in an RFP, how the process works, and how to avoid common issues faced by both project clients and contractors.

What is an RFP in Construction?

An RFP is a formal procurement document used to source qualified contractors for a specific construction project. The project client issues it, inviting detailed proposals that outline how each contractor would approach delivery.

RFPs appear in both public and private sector projects across the UK and apply to many contract types, including traditional (design-bid-build) and design-and-build delivery models. In multi-stage procurement processes, a Pre-Qualification Questionnaire (PQQ) often precedes them to shortlist capable firms, and – particularly in the public sector – teams frequently refer to them as an Invitation to Tender (ITT) when soliciting strict, price-driven offers.

RFPs play an important role in construction procurement. They provide a structured, accountable way to evaluate capabilities, compare methodologies, and assess costs before awarding contracts.

By standardising the scope, technical requirements, timeline, and budget expectations, RFPs ensure all bidders work from the same baseline.

Essential RFP Components

Project Description

Provide a high-level overview of the project and who issues the RFP. Include:

• The purpose of the work and the outcomes the project expects to achieve
• Relevant background about the project, site, or organisation
• Key dates such as submission deadlines, project launch targets, or approval milestones
• Contact details for clarification, including a designated point of contact for queries
• Indicative budget (e.g., £1,650/m² for CAT-B fit-out) expressed exclusive of VAT

Scope of Work

Clarify exactly what the contractor will handle. Detail:

• The main tasks and deliverables expected under the contract
• Technical specifications such as plans, materials, design criteria, or workmanship standards (e.g., 25 mm / 1 in tolerance)
• Site-specific conditions that could affect delivery, such as access constraints, staging limitations, or inclement weather (e.g., prolonged rain, Beaufort force 6+ winds)
• What falls inside and outside the contractor's scope, to prevent misguided assumptions
• Identification of the Principal Designer and Principal Contractor roles under the Construction (Design and Management) Regulations 2015

Programme & Key Dates

Set clear expectations for timing and sequencing. Specify:

• The target commencement and completion dates
• Any major milestones or staged hand-over points
• Critical deadlines or time-sensitive components that could affect sequencing or coordination

Submission Guidelines

Make it easy for contractors to respond correctly and completely. Outline:

• The preferred proposal structure and formatting requirements
• How contractors should deliver submissions (e.g., Delta e-Sourcing portal; hard copies are not required)
• File-type preferences, naming conventions, or number of copies required
• Mandatory attachments or declarations, including the Modern Slavery Act 2015 statement and Equal Opportunities policy (Equality Act 2010)
• Deadline for clarification questions: five working days before tender return
• Accessibility assurance: portal is WCAG 2.2 AA compliant; alternative formats available on request

Evaluation Criteria

Give contractors a clear understanding of how their proposal will be judged. Define:

• The specific criteria being assessed, such as relevant experience, delivery methodology, team capability, pricing, programme, and sustainability strategy aligned to PAS 2080
• Any weightings, minimum thresholds, or non-negotiable requirements (e.g., public liability insurance of £10 million)
• Whether interviews, presentations, or clarification questions (RFIs) may form part of the evaluation process
• Reference to the Cabinet Office Construction Playbook for transparent evaluation
• Statement on opening opportunities to local SMEs, per Procurement Policy Note 06/21

Contract Terms & Conditions

Help bidders assess commercial fit before they commit resources to a response. Provide:

• A draft contract based on NEC 4 or JCT Design and Build 2024, or a clear summary of proposed terms
• Key commercial terms, including payment schedule and retention (typically 3-5%, with the first moiety released upon Practical Completion and the remainder upon the Certificate of Making Good Defects)
• Information about dispute-resolution processes and escalation pathways
• Details on warranties, liabilities, and performance requirements, including Building Safety Act 2022 gateway obligations
• An open channel for bidders to raise questions or flag potential issues during the tender period

The Construction RFP Process

While every project differs in complexity, most construction RFPs follow a structured process that supports transparency and accountability. Understanding each stage helps both clients and contractors navigate procurement more effectively, reducing misalignment and improving project outcomes from the outset.

1. Client Defines Project Details

   The client confirms the scope, objectives, and constraints, selects the delivery method (traditional or design-and-build), and sets the key parameters: budget, programme, and performance requirements.

2. Client Writes & Issues the RFP

   Next, the client drafts the RFP to reflect the delivery model and complexity of the work. It outlines the scope of work, technical requirements, submission guidelines, evaluation criteria, and proposed contract terms, providing a complete and accurate picture for potential bidders.

3. Client Publishes & Distributes the RFP

   In private projects, the client sends the RFP to a shortlist of pre-qualified contractors. In the public sector, teams publish it through open tender portals or government procurement platforms such as Find a Tender to meet PCR 2015 compliance requirements. Official guidance is available here: Government guide to public procurement.

4. Contractors Prepare Their Proposals

   Contractors review the RFP and prepare a tailored response covering scope, methodology, pricing, and risks. This typically involves site visits, cost estimation, and coordination with consultants, subcontractors, estimators, and quantity surveyors (QS).

5. Contractors Submit Proposals

   Submissions must meet all formatting and deadline requirements. Teams usually disqualify non-compliant or late tenders, so accuracy and completeness prove critical.

6. Client Evaluates Proposals & Selects Contractor

   Clients assess submissions against the evaluation criteria, which may include short-listing, scoring, interviews, or clarification rounds, potentially culminating in a 'Best and Final Offer' (BAFO) stage. The chosen contractor offers the best combination of capability, methodology, pricing, and value.

7. Client & Contractor Negotiate Contract

   Finally, the parties finalise scope, pricing, milestones, and commercial terms. Electronic signatures must comply with eIDAS (UK) regulations. Once agreed, they sign the contract and formally award it.

Common RFP Challenges & Solutions

Time-Intensive Process

Preparing and responding to RFPs requires significant coordination. Contractors often rely on input from estimators, quantity surveyors, engineers, and commercial teams to build a compliant submission. On the client's side, approvals can stall if responsibilities lack clear definition.

Build speed and consistency by:

• Developing standardised templates
• Setting up pre-approved content libraries
• Assigning clear ownership for each task in the RFP workflow
• Using shared calendars and digital tools to coordinate inputs across teams

Ambiguity in RFP Documents

Vague scope or missing details can result in inconsistent bids, excessive clarification questions (RFIs), or pricing gaps. Misalignment at this stage increases the chance of costly Variations (JCT) or Compensation Events (NEC) once the project begins.

Improve accuracy by using a standard checklist to validate key content across scope, specifications, timelines, and site conditions. Additionally, have an experienced contractor or consultant review the RFP before publishing to spot gaps that clients might miss internally.

Complexity of the Process

Each stage of the RFP life cycle brings new stakeholders and risks. Without a clear framework, teams can rush or skip critical steps.

Resource & Fit Challenges for Contractors

Contractors must determine whether an opportunity fits their pipeline, risk appetite, and delivery capacity. Submitting on poor-fit tenders leads to lost time, lower margins, and under-performance if awarded.

To sharpen bid discipline, contractors can apply a go/no-go framework that assesses project fit based on resource availability, risk profile, margin thresholds, and strategic alignment. From there, regularly review win-loss data to refine criteria.

Unworkable Proposals

Unclear or unrealistic expectations lead to proposals that overlook key constraints, causing problems later during delivery.

To improve proposal quality, hold early market-engagement sessions or issue a draft RFP for feedback. Subsequently, use the insights gathered to adjust delivery timeframes, clarify scope boundaries, and confirm commercial viability before final release.

Difficulties in Evaluating Proposals

Without clear, structured evaluation criteria, reviews become inconsistent and subjective, putting contract awards at risk.

From there, train evaluators, hold calibration sessions and document scoring decisions for accountability and audit readiness.

Contract Risks

Tenderers often encounter amended contract terms that increase their risk exposure. Without early visibility, contractors may submit pricing that does not account for key liabilities.

Ensure transparency by including a summary of key contract terms, specifically highlighting any 'Z Clauses' (NEC) or Schedule of Amendments (JCT) that deviate from the standard form.

Clearly flag non-negotiables, outline retention and insurance requirements, and offer a structured Q&A period so contractors can raise concerns early.

Limited Competition

If the RFP suffers from poor structure or narrow distribution, it may fail to attract quality submissions. A limited pool reduces the ability to compare value or negotiate improvements.

Boost competition by distributing RFPs via reputable industry platforms, maintaining a vetted pre-qualification list, and keeping the documentation clear, accessible, and well-structured. Provide enough lead time for quality submissions.

Building Better RFPs

A clear and comprehensive construction RFP enhances cost control, facilitates contractor selection, and improves project outcomes. Well-structured RFPs help clients compare proposals on equal terms, reduce early-stage risk, and set clear delivery expectations. The result is stronger alignment, fewer disputes, and better project performance from day one.

FAQ

What's the difference between an RFP, an RFQ (PQQ) and an RFT (ITT) in UK construction?

A Request for Proposals (RFP) asks shortlisted contractors for a fully developed delivery methodology, programme, risk approach and priced solution, enabling the client to choose the most economically advantageous tender.

Request for Qualifications / Pre-Qualification Questionnaire (RFQ or PQQ) is an earlier filter, checking each firm's capability, experience, finances and HSE record to create a qualified bidder list.

An Invitation to Tender (ITT) represents a later, price-driven call for a fixed offer against a complete design and bill of quantities, commonly used by public bodies under the PCR 2015 open or restricted procedure.

Written by

Samantha Nemeny

31 articles

Sam—Samantha if she’s feeling particularly academic—has spent a decade in content marketing, with eight years focused on Australia’s construction industry. She has a knack for making complex ideas easy to understand, turning industry jargon into clear, engaging stories. With a background in SEO and marketing, she’s spent the past three years at Procore, helping industry professionals navigate the world of construction with content that’s both insightful and easy to digest.

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Reviewed by

Nicholas Dunbar

Content Manager | Procore

62 articles

Nick Dunbar oversees the creation and management of UK and Ireland educational content at Procore. Previously, he worked as a sustainability writer at the Building Research Establishment and served as a sustainability consultant within the built environment sector. Nick holds degrees in industrial sustainability and environmental sciences and lives in Camden, London.

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Zoe Mullan

27 articles

Zoe Mullan is an experienced content writer and editor with a background in marketing and communications in the e-learning sector. Zoe holds an MA in English Literature and History from the University of Glasgow and a PGDip in Journalism from the University of Strathclyde and lives in Northern Ireland.

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