How to Write an RFP That Attracts Qualified Contractors

For many contractors, your Request for Proposals (RFP) is their first real exposure to your project—and to you as an owner. Experienced contractors read RFPs as risk documents. They assess clarity, completeness, and fairness before deciding whether to bid and how much contingency to carry.

Well-written RFPs attract capable, competitive contractors. Weak RFPs attract either desperate bidders or aggressive claim strategies. The difference is almost always visible on the first read.

What Qualified Contractors Look for in an RFP

Quality contractors are not looking for perfection. They are looking for clarity, realism, and discipline.

They want to know:

• What work is included—and what is not
• How risk is allocated
• How proposals will be evaluated
• Whether the owner is prepared to make timely decisions

Your RFP should answer these questions directly.

Core Elements of a Strong Owner-Side RFP

1. Clear Project Definition and Objectives

Why it matters:

Contractors price risk before scope. If the project's purpose, constraints, or success criteria are unclear, bidders will protect themselves with contingencies—or walk away.

Best practices:

• Clearly state project goals, constraints, and priorities
• Identify schedule drivers and immovable milestones
• Disclose known risks honestly

2. Well-Defined Scope of Work

Why it matters:

Ambiguous scope produces non-comparable proposals and post-award disputes.

Best practices:

• Define inclusions and exclusions explicitly
• Identify interfaces with other contractors or owner-furnished items
• Avoid "by others" language without naming responsibility

3. Balanced Risk Allocation

Why it matters:

Sophisticated contractors can spot unrealistic risk transfer immediately—and price it accordingly.

Best practices:

• Allocate risk to the party best positioned to control it
• Provide available site and subsurface data
• Avoid blanket disclaimers that undermine trust

4. Transparent Evaluation Criteria

Why it matters:

Contractors tailor proposals to what you say you value. Vague criteria invite marketing language instead of substance.

Best practices:

• State weighting between price, experience, approach, and schedule
• Explain how alternates or value options will be evaluated
• Make compliance requirements explicit

5. Defined Commercial and Contract Terms

Why it matters:

Contract terms influence pricing as much as scope.

Best practices:

• Include the draft contract in the RFP
• Identify non-negotiable terms up front
• Clarify payment structure, retainage, and bonding requirements

6. Reasonable Proposal Requirements

Why it matters:

Overly burdensome proposals deter strong contractors and reward those willing to overpromise.

Best practices:

• Request information you will actually evaluate
• Limit narrative length and focus on execution approach
• Avoid unnecessary administrative hurdles

Common RFP Mistakes Owners Make

• Treating the RFP as a formality instead of a risk-filtering tool
• Issuing incomplete documents "to keep the schedule moving"
• Asking for creativity while punishing deviations
• Failing to disclose known constraints or challenges

Each of these pushes quality contractors away—or raises prices.

The Owner's Leverage Happens Before Proposals Are Submitted

Once bids are in, your leverage is largely gone. The RFP phase is when you shape the competitive field, set expectations, and influence how contractors think about your project.

A disciplined RFP signals a disciplined owner—and qualified contractors respond accordingly.