RFP process
Editable rfp process swimlane from “Define outcome and service scope” through “Proposals complete and eligible?” to a documented outcome. Includes named roles, exception paths and evidence.
What the rfp process process is
The workflow starts at “Define outcome and service scope”. The next two steps, “Approve criteria, weights and RFP pack” and “Issue RFP and manage supplier questions”, establish the information needed for a defensible decision. The chart assigns each handoff to a role and retains the evidence at closeout.
The main gates are “Proposals complete and eligible?” and “Final recommendation meets pre-set criteria?”. The first branch leads to request permitted clarification or exclude with reason; the second can require re-score documented evidence or revisit shortlist. If that cannot be resolved, the case can end at “Cancel or reissue RFP with documented reason”. Set scoring weights and clarification rules before proposals arrive.
What this flowchart covers
In this template
- Define outcome and service scope followed by approve criteria, weights and rfp pack.
- Proposals complete and eligible? with a route for request permitted clarification or exclude with reason.
- Receive proposals and log compliance and evaluate technical and commercial responses as separate supplier and internal handoffs.
- Final recommendation meets pre-set criteria? with re-score documented evidence or revisit shortlist when the decision fails. A separate decision can end at “Cancel or reissue RFP with documented reason”.
- Shortlist, clarify and negotiate, approve preferred proposal and award and retain scoring, clarifications and award notice as the controlled closeout.
When to use this template
- Use it to agree who owns “Define outcome and service scope” and what information the next role needs.
- Use it when the answer to “Proposals complete and eligible?” is unclear or decisions are made outside the record.
- Use it to make “Retain scoring, clarifications and award notice” visible in an audit or operational review.
How it works
Assign decision owners
Replace the Business owner, Procurement, Supplier, Evaluation panel, Approver lanes with your actual functions. Keep the owner of “Proposals complete and eligible?” separate from the requester where your authority rules require it.
Configure the gates
Set scoring weights and clarification rules before proposals arrive. Define what evidence is sufficient for “Final recommendation meets pre-set criteria?” and who may authorize an exception.
Connect downstream records
Link retain scoring, clarifications and award notice to the relevant purchase order, contract, supplier record or operational case. Set retention and review dates under your document policy.
Frequently asked questions
What does the rfp process template include?
It covers define outcome and service scope, issue rfp and manage supplier questions, evaluate technical and commercial responses, and retain scoring, clarifications and award notice, with three labelled decisions and rework paths.
Can the decision rules be changed?
Yes. Set scoring weights and clarification rules before proposals arrive. Edit the gate labels, swimlanes and return paths before using the chart in your organization.
What evidence should be retained?
Keep the input to “Proposals complete and eligible?”, the evidence behind “Final recommendation meets pre-set criteria?”, approvals or exception decisions, and the closeout record: “Retain scoring, clarifications and award notice”.
Where this process fits
In most operations this process follows Strategic sourcing process and hands off to Bid evaluation process.
Comes before
- Strategic sourcing process — Editable strategic sourcing process swimlane from “Identify spend or upcoming need” through “Sourcing route and competition justified?” to a documented outcome. Includes named roles, exception paths and evidence.
Comes after
- Bid evaluation process — Editable bid evaluation process swimlane from “Lock evaluation criteria and conflict declarations” through “Bid technically compliant?” to a documented outcome. Includes named roles, exception paths and evidence.