RFI (Request for Information)
A preliminary inquiry issued to the market to gather information about available solutions, capabilities, and pricing before launching a formal procurement process.
In Detail
A Request for Information (RFI) is a pre-procurement market engagement tool used by contracting authorities to gather information about the capabilities, solutions, and indicative pricing available in the market before committing to a formal procurement process. Unlike a contract notice or ITT, an RFI does not constitute a procurement procedure and does not commit the authority to any particular course of action. It is a research exercise designed to inform the procurement strategy, refine specifications, and understand the competitive landscape.
RFIs typically ask suppliers to provide information about their relevant products or services, technical capabilities, experience with similar contracts, company structure and financial standing, and indicative pricing or commercial models. The authority may also ask specific questions about the feasibility of certain requirements, market standards, and innovation opportunities. Responses are used to shape the subsequent formal procurement but are not evaluated competitively — there is no 'winner' of an RFI.
The use of RFIs reflects good procurement practice and is encouraged under EU Directive 2014/24/EU (Article 40), which allows contracting authorities to conduct market consultations before launching a procedure. However, authorities must be careful to ensure that market engagement does not distort competition. Any information gathered through RFIs that feeds into the procurement documents should be made available to all potential bidders, and suppliers who participated in the RFI should not gain an unfair advantage in the subsequent competition.
Practical Context
How it works in practice
For suppliers, responding to RFIs is a strategic investment. While there is no direct contract at stake, a well-prepared RFI response can shape the procurement in the supplier's favor by influencing requirements, evaluation criteria, and contract structure. RFIs also signal upcoming procurement opportunities, giving responsive suppliers an early start on bid preparation. On TenderRadar, RFIs are tracked alongside formal notices to give users the earliest possible visibility of procurement intentions. Experienced business development teams prioritize RFI responses in their target markets, viewing them as a relationship-building and market-shaping opportunity.
Frequently Asked Questions
Is responding to an RFI mandatory to participate in the subsequent tender?
No. Responding to an RFI is voluntary, and not responding does not disqualify a supplier from the subsequent formal procurement. However, suppliers who respond gain early insight into the authority's thinking and may have an opportunity to influence the procurement approach. Authorities cannot require prior RFI participation as a condition of tender eligibility.
What is the difference between an RFI and an RFP?
An RFI is a pre-procurement information-gathering exercise with no competitive evaluation or contract award. An RFP (Request for Proposal) is a formal procurement document that invites competitive proposals and leads to a contract award. RFIs precede the formal procurement process; RFPs are part of it.
Can an RFI response be used against a supplier in the tender?
No. Information provided in RFI responses should not be used to the disadvantage of any supplier in the subsequent competition. However, the general market intelligence gathered through the RFI process will inform the procurement strategy and specifications. Suppliers should be thoughtful about the level of detail they share, particularly regarding proprietary approaches or confidential pricing.
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