Request for Tender (RFT): What It Is and How to Respond

A Request for Tender (RFT) is the most formal and comprehensive type of government procurement process. Understanding what an RFT involves and how to respond effectively is essential for any business serious about winning government contracts.

What Is a Request for Tender?

A Request for Tender is a formal invitation from a government agency asking qualified suppliers to submit a detailed proposal to deliver specified goods, services, or works. RFTs are typically used for higher-value procurements where the requirements are clearly defined and the agency wants competitive proposals evaluated against stated criteria.

The RFT process is characterised by:

• Published evaluation criteria with weightings that indicate relative importance
• Detailed specifications describing what the agency needs
• Draft contract terms that will govern the resulting arrangement
• Prescribed response format including mandatory forms and schedules
• Fixed deadline with no flexibility for late submissions
• Formal evaluation by a panel following a documented evaluation plan

RFTs are governed by the procurement rules of the relevant jurisdiction — the Commonwealth Procurement Rules for federal agencies, or state procurement frameworks for state government agencies.

RFT vs RFQ vs EOI vs RFP: Understanding the Differences

Government procurement uses several different instruments, and understanding the differences helps you calibrate your response effort and approach:

Request for Tender (RFT) is the most formal process. It requires detailed technical, management, and pricing responses against comprehensive evaluation criteria. RFTs are used for significant procurements where quality, capability, and approach matter as much as price. Response effort is high — a serious RFT response might take two to four weeks to prepare.

Request for Quotation (RFQ) is a simpler process used for lower-value or commodity-type procurements. RFQs typically focus on price and basic compliance, with less emphasis on technical methodology. Response effort is lower — often a day or two. RFQs may be issued from established panels or sent to a limited number of invited suppliers.

Expression of Interest (EOI) is a preliminary process used to identify capable suppliers before a full tender. EOIs ask you to demonstrate your capability and experience, usually without detailed pricing. The agency uses EOI responses to shortlist suppliers who will then be invited to participate in a subsequent RFT or RFQ. EOIs require moderate effort — the focus is on proving your credentials.

Request for Proposal (RFP) is similar to an RFT but typically allows more flexibility in how you propose to meet the agency’s needs. Where an RFT says “deliver this specific thing”, an RFP might say “solve this problem” and invite creative solutions. RFPs are common in consulting, ICT, and professional services.

Invitation to Treat (ITT) is sometimes used interchangeably with RFT but technically refers to an invitation to begin negotiations rather than a fixed offer process.

Choosing which opportunities to pursue and how much effort to invest depends on understanding these distinctions.

Anatomy of an RFT Document

A typical RFT package includes several documents. Familiarising yourself with the standard structure helps you navigate new RFTs efficiently:

Part A — Conditions of Tendering. The rules of the process: how to submit, what format to use, the closing date and time, rules about contact with the agency, and the evaluation methodology.

Part B — Statement of Requirements (SOR). The detailed description of what the agency needs. This might include technical specifications, scope of work, deliverables, timelines, performance standards, and reporting requirements. The SOR is what you must demonstrate you can deliver.

Part C — Evaluation Criteria. The published criteria against which your response will be assessed, usually including their relative weightings. Common criteria include demonstrated capability, relevant experience, proposed methodology, key personnel, and price.

Part D — Draft Contract. The terms and conditions that will govern the contract if you win. Review these carefully — they include liability provisions, insurance requirements, intellectual property arrangements, and termination rights.

Annexures and Schedules. These might include pricing templates, compliance checklists, referee forms, and statutory declarations. Every form must be completed accurately.

Step-by-Step: Responding to an RFT

Here’s a structured approach to preparing your RFT response:

Week 1: Analysis and planning

1. Read the entire RFT package thoroughly, including the draft contract.
2. Create a compliance matrix listing every mandatory requirement and how you’ll address it.
3. Map evaluation criteria to your capabilities and identify strengths and gaps.
4. Make your go/no-go decision. If you proceed, assign responsibilities and set internal deadlines.
5. Register for the tender and attend any scheduled briefings.
6. Submit clarification questions about anything unclear.

Week 2: Content development

1. Draft responses to each evaluation criterion. Focus on substance: what you’ll do, how you’ll do it, and evidence that you can.
2. Develop your pricing using the required schedule format. Ensure pricing assumptions are documented.
3. Identify and brief referees. Ensure they’re available and willing to be contacted.
4. Compile supporting documents: insurance certificates, financial statements, certifications, case studies.
5. Write the executive summary (after drafting the detailed sections, so it accurately reflects your full response).

Week 3: Review and refinement

1. Have someone who didn’t write the response review it for clarity, completeness, and compliance.
2. Verify all mandatory requirements are addressed with evidence.
3. Check pricing consistency across all sections and schedules.
4. Proofread for spelling, grammar, and formatting.
5. Ensure all forms are completed and signed where required.
6. Submit well before the deadline (at least two hours early to allow for technical issues).

This three-week timeline assumes a moderately complex RFT. Simpler RFTs might need less time, while very complex procurements might need more.

Evaluation: How Your Response Will Be Assessed

Understanding the evaluation process helps you write responses that score well:

Initial compliance check. The agency first verifies that your submission meets all mandatory requirements: lodged on time, in the correct format, with all required documents and declarations. Non-compliance can result in exclusion before your response is even read by evaluators.

Individual assessment. Each evaluation panel member independently reviews and scores your response against the published criteria. They’ll typically use a scoring methodology (e.g., 0-10 scale) with descriptors for each score level.

Panel moderation. The panel meets to discuss their individual scores, resolve differences, and agree on a consensus score for each criterion for each respondent.

Shortlisting and clarification. The panel may shortlist top-scoring respondents for further assessment — presentations, site visits, or reference checks. They may also seek clarifications on specific aspects of your submission.

Value for money assessment. The final recommendation considers both the quality assessment and the pricing to determine which offer represents the best value for money overall.

Key Tips for Strong RFT Responses

Answer what’s asked, not what you want to say. Evaluators are assessing against specific criteria. Ensure your response addresses each criterion directly and completely.

Be specific and evidence-based. Replace generalities with concrete details. Instead of “our experienced team”, name the people, their qualifications, and their specific relevant experience. Instead of “we have proven methodologies”, describe the methodology and reference where you’ve applied it successfully.

Address risk proactively. Identify the key risks in the procurement and explain how your approach mitigates them. This demonstrates maturity and builds evaluator confidence.

Present information accessibly. Use clear headings, bullet points, tables, and diagrams where appropriate. Evaluators are reading multiple submissions — make yours easy to navigate and assess.

Don’t waste space. If there are page limits, use every page productively. Don’t pad with irrelevant company history or generic marketing material. Every paragraph should contribute to your score.

After Submission

Be prepared for the agency to come back with clarification requests. Respond promptly and consistently with your original submission — this isn’t the time to introduce new information or change your approach.

If you’re successful, the agency will notify you and begin contract negotiations (which should be minimal if you’ve accepted the draft contract terms). If unsuccessful, request a debriefing — the feedback is invaluable for improving future RFT responses.

For more on the broader tendering landscape, explore our guide to the Australian procurement process and our tender response writing guide.