Request for tender (RFT)
A request for tender is a formal procurement document inviting suppliers to submit binding proposals for well-defined requirements. RFTs are typically used in government and regulated procurement where specifications are fixed and evaluation follows strict, pre-defined criteria.
Examples
Public sector procurement: A government agency issues an RFT for fleet vehicles with exact specifications, evaluation criteria, and weightings published upfront. Suppliers submit sealed tenders evaluated objectively against stated criteria.
Construction services: An RFT for building maintenance services includes detailed scope, service levels, required certifications, and pricing schedules. Tenderers submit compliant proposals knowing the evaluation framework in advance.
Competitive sealed bidding: Unlike an RFP where negotiation may follow, the RFT process leads to award based on submitted tenders without subsequent negotiation—making the initial submission critical.
Definition
The RFT is a more formal and structured solicitation than an RFP or RFQ. It's typically used when requirements are precisely defined, evaluation criteria are predetermined, and the process requires transparency and objectivity—common in public procurement and regulated industries.
Key characteristics distinguishing RFTs include: binding submissions (tenderers are committed to their offers), sealed evaluation (tenders opened simultaneously at a set time), predetermined criteria (evaluation factors and weightings published in the tender documents), and limited negotiation (award typically based on submitted tenders).
The RFT process prioritizes fairness and transparency over flexibility. All tenderers receive identical information, have equal opportunity to clarify requirements, and are evaluated against the same published criteria. This protects against favoritism but limits the buyer's ability to explore innovative alternatives or negotiate improvements.
For suppliers, responding to RFTs requires careful attention to compliance—meeting all mandatory requirements, providing information in the requested format, and addressing every evaluation criterion. Non-compliant tenders are typically excluded regardless of their commercial attractiveness.
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