Have you ever wondered how your RFP would hold up under a critical review? If you’re nodding—or cringing—this post is for you.

As someone with over 30 years of procurement experience, mostly in the public sector, I’ve seen the good, the bad, and the downright puzzling when it comes to RFPs. Recently, I conducted a critique of a publicly posted RFP—not to shame, but to highlight common pitfalls and share actionable advice for improvement. Here’s a summary of what I found and how you can avoid these mistakes in your own RFPs.

1. Cross-Referencing Chaos

The cover page directed readers to a section on Enquiries that turned out to be about legal entities. The actual Enquiry section was elsewhere. Misleading cross-references force vendors to flip back and forth, wasting time and increasing frustration. Always double-check your cross-references to terms, appendices, sections before posting your RFP.

2. Clarity in Requirements

RFP summaries should act as an executive overview, helping vendors quickly determine if they’re a fit. Unfortunately, this RFP’s summary was very high level and required further reading. Similarly, its requirements were riddled with ambiguous language and interspersed with background and proposal requirements.

3. Definitions Matter

Inconsistent use of terms like “proponent,” “successful proponent,” and “contractor” confused the flow of this RFP. Definitions are not just boilerplate—they’re essential for clear communication. Use terms consistently, and ensure they reflect their intended stage in the procurement process. Each term has it’s own “timing” – a proponent is responding to the RFP, the successful proponent is finalizing a contract, and contractor is providing the services. A proponent is NOT providing xyz services, a Contractor will be.

4. Streamlined Evaluation Criteria

The evaluation process should guide vendors on what to include in their proposals. This RFP had misaligned questions, evaluation criteria, and requirements, creating unnecessary complexity. Ensure these elements map to each other and follow a logical sequence. Also, beware of overly restrictive response limits—requiring “half a page” per team member is unrealistic if you want meaningful detail.

5. Mandatory Criteria Pitfalls

One mandatory criterion required vendors to confirm they could attend in-person meetings on short notice. While the intent was to avoid unnecessary delays in process, mandatory criteria are ‘pass/fail’ in order to proceed to evaluation – the wording of this mandatory raised legal and practical concerns.

6. The Flow of Information

A well-structured RFP is like a well-told story. Start with the “why” (background and mandate), outline the “what” (scope and requirements), and end with the “how” (evaluation and proposal details). This logical progression ensures vendors understand your needs and how to address them.

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By refining the structure, language, and consistency of your RFPs, you can make the process smoother for everyone involved. Want to see how I dissected an RFP? Check out my video critique here: