Here's the uncomfortable truth: most RFPs read like they were written by lawyers for other lawyers, not by builders for builders. Then we wonder why good contractors don't bid our projects or why the submissions we get are impossible to compare.

You've seen it before—you send out what you think is a clear RFP, then get back three bids that might as well be for three different buildings. One contractor includes site work, another doesn't. One has a $25K allowance for electrical fixtures, another has $85K. Welcome to RFP chaos.

The problem isn't that contractors can't read. The problem is that most RFPs leave too much room for interpretation. Here's how to write RFPs that get you the information you actually need to make smart decisions.

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Start with Clear Project Definition

Don't bury your project description in legal boilerplate language. Lead with a clear, concise summary that any contractor can understand in 30 seconds.

Essential Elements:

• Building type and size ("15,000 SF retail strip center")
• Key systems and complexity ("conventional steel frame, standard MEP systems")
• Site conditions ("level site, utilities at property line")
• Occupancy timeline ("substantial completion required by March 15")

The Test: Hand your scope description to someone unfamiliar with the project. Can they visualize what you're building? If not, rewrite it.

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Standardize Your Bid Format

Instead of asking for "your best price," give contractors a specific format for submitting pricing. This is the difference between getting comparable bids and getting a pile of random proposals.

Standard Bid Categories:

• Site preparation and utilities
• Building shell (structure, envelope, roofing)
• Interior build-out (flooring, ceilings, partitions)
• MEP systems (separated by trade)
• Site improvements (paving, landscaping, signage)

Allowance Requirements: For items like fixtures, finishes, or equipment, specify exact allowance amounts. Don't let contractors choose their own allowance levels—you'll never be able to compare pricing fairly. Well, unless you use Outbidd's Line Item Leveling feature (sorry, shameless plug).

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Address the Details That Matter

Be specific about what's included in the base bid and what's not. Assumptions kill budgets.

Common Clarifications:

• Permits and fees (contractor responsibility or owner furnished?)
• Utility connections (to building or to property line?)
• Site security (contractor provides or owner handles?)
• Insurance Requirements (Levels Required and OCIP, CCIP, or Standard)
• Testing and inspections (who pays for what?)

Reality Check: If you're not sure whether something should be included, ask yourself: "Who's better positioned to handle this efficiently?" That's usually who should be responsible for it.

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Submission Requirements Worth Requiring

Don't ask for information just because your template RFP includes it. Every requirement should help you evaluate or manage the project.

Essential Submissions:

• Project schedule with critical milestones
• Subcontractor list for major trades
• Material specifications for key building components (especially if proposing alternates)
• Insurance and bonding information
• Reference projects with contact information
• Project team with resumes of past similar projects

Skip the Busywork: Requiring 20 different forms and certifications just makes good contractors question whether the project is worth the effort and time needed just to submit a bid.

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Timeline and Process Clarity

Give contractors enough time to prepare quality bids, but don't drag the process out unnecessarily.

Good Rule of Thumb Timeline:

• RFP release to RFIs due: 5-8 days
• RFIs to responses: 3-5 days
• Responses to bid due: 5-8 days
• Total Timeline: 3-4.5 weeks

This gives contractors enough time to send it out to subs, get vendor pricing, properly descope their numbers and present a polished bid, while also showing you're serious about getting pricing back and getting the project started.

Communication Protocol:

• All questions in writing (prevents "he said, she said" problems)
• Responses distributed to all bidders (keeps everyone working from same information)
• Single point of contact (usually CM or project manager, not owner)

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The Pre-Bid Process

Use the mandatory site visit to clarify expectations, not just show contractors around.

Cover These Topics:

• Existing conditions that affect construction sequencing
• Site logistics (staging areas, access points, restrictions)
• Utility locations and connection requirements
• Schedule constraints (occupancy requirements, seasonal restrictions)

Document the Meeting: Send written clarifications to all bidders after the site visit. Verbal clarifications can become disputes later.

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Handling Questions and Addenda

Best Practices:

• Written questions only with reasonable deadlines
• Distribute all Q&As to every bidder simultaneously
• Number your addenda and require acknowledgment in bids
• Reasonable cutoff for questions (usually 4-5 days before bid due)

Quality Control: Good questions indicate engaged contractors who are thinking about constructability. Bad or simple questions normally mean the RFP is too vague.

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Evaluation Criteria Up Front

Don't make selection criteria a mystery. Tell contractors what factors matter most in your decision.

Typical Evaluation Factors:

• Total project cost (usually 40-60% of decision)
• Schedule performance (can they meet your timeline?)
• Experience and references (have they done this type of work?)
• Project approach (do they understand your requirements?)

The Transparency Advantage: Contractors can tailor their submissions to address your priorities, giving you better information for decision-making.

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Common RFP Mistakes That Cost You

Avoid These Problems:

• Vague scope descriptions that invite creative interpretation
• Unrealistic timelines that encourage corner-cutting
• Information overload that buries important requirements
• Conflicting documents between drawings, specs, and RFP text
• No evaluation criteria leaving contractors guessing what matters

The Professional Standard: Your RFP represents your project management capability. Sloppy RFPs suggest sloppy project management, which makes good contractors nervous about working with you.

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Getting Better Results

A well-written RFP (or one using Outbidd, sorry again) attracts better contractors, produces more accurate pricing, and sets clear expectations for the entire project. It's worth spending the time to get it right.

Remember: contractors price uncertainty. The clearer your RFP, the more accurate their pricing will be. Invest in clarity upfront, and you'll save money and headaches throughout construction.

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Ready to streamline your RFP process and get more consistent bid submissions? See how modern bid management tools can standardize your process at outbidd.com

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P.S. - Yes, we know you inherited that 47-page RFP template from the previous project manager. Time to start fresh.