If It Walks Like an RFP, Talks Like an RFP…

Understanding RFx Types

From RFIs to ITTs to RFPs, the alphabet soup of procurement acronyms can be confusing. Worse still, when documents are mislabeled—whether intentionally or not—it only adds to the chaos.

1. The Right Name Matters

One of the biggest mistakes in procurement is calling something one thing when, in reality, it functions as another. As Maureen Sullivan used to say in her courses, “If it looks like a duck, and walks like a duck, it IS a duck (aka probably is an RFP).” Years ago, in Canada, some organizations tried to avoid the legal complexities of an RFP “Contract A” by issuing an Expression of Interest (EOI). The problem? They were including binding terms and conditions, effectively turning the EOI into an RFP in disguise—defeating the whole purpose.

2. Understanding the RFx Continuum

Procurement documents exist on a spectrum, ranging from simple information gathering to complex negotiated contracts. Here’s a quick breakdown:

• Request for Information (RFI) & Expression of Interest (EOI): Low resource input, used to gather market insights.
• Request for Quotes (RFQ) & Invitation to Tender (ITT): Medium resource input, where the contract is awarded based on lowest price meeting specifications.
• Request for Proposal (RFP) & Rank & Run (Consecutive) Negotiated RFP: Higher resource input, used when seeking a solution rather than just a price.
• Best and Final Offer Negotiated RFP (BAFO) (aka Concurrent negotiations): The most complex, involving ongoing negotiations to refine and finalize the best solution with multiple vendors at the same time.

3. Complexity Dictates Resource Requirements

The more complex the procurement process, the more internal resources you’ll need. For example, a simple RFQ may only require procurement and technical staff, whereas a BAFO demands legal teams, subject matter experts, and negotiation specialists. Mislabeling a solicitation type can lead to mismatched resources, wasted time, and increased risk.

4. Timelines Matter—And There Are No Shortcuts

A common misconception is that opting for a quicker process—such as an RFQ instead of an RFP—will save time. In reality, if the market isn’t standardized or price alone can’t determine the best value, skipping the proper solicitation process only leads to delays and complications.

A general timeline guide:

• RFI/EOI: A few weeks
• RFQ/ITT: 1-3 months
• RFP/Negotiated RFP: 3-6 months
• BAFO: Typically a year or more

Final Thoughts

Choosing the right procurement process is about more than just picking an acronym. It’s about understanding the intent, complexity, and resources required to get the best outcome. Misnaming or shortcutting the process can lead to inefficiencies, legal risks, and poor supplier engagement.

If you found this helpful and want a deeper dive into any of these topics, let me know in the comments or in a future post!