Writing a Strong RFP: 8 Best Practices for Your Next Construction Project

Whether you’re planning a new build, a renovation, or a conversion project, the Request for Proposal (RFP) you create sets the tone for the entire process. Writing a strong, clear, well-structured RFP not only helps you attract the right contractors but also ensures you receive accurate, comparable bids that reflect the true scope of your project. At Wojcik Builders, we’ve seen firsthand how a thoughtful RFP saves time, reduces confusion, and leads to stronger project outcomes.

Here are some best practices to keep in mind as you write a strong RFP:

1. Start With a Clear Project Overview

Your RFP should begin with a concise summary of the project’s purpose, goals, and overall vision. Whether you’re repositioning an existing facility, building ground-up, or modernizing tenant spaces, describe what success looks like from your perspective. This helps potential partners quickly understand your intent and determine if their expertise aligns with your needs.

2. Define the Scope of Work in Detail

Ambiguity in an RFP often leads to inaccurate bids or costly change orders down the road. Provide as much detail as possible about the scope of work, including:

• Project type (new build, renovation, adaptive reuse, etc.)
• Key program requirements (square footage, functionality, sustainability goals)
• Site conditions or known constraints
• Anticipated schedule or milestones

This level of detail allows contractors to provide realistic pricing and timelines, and it reduces the likelihood of surprises once construction begins.

3. Establish Clear Evaluation Criteria

Be transparent about how proposals will be judged. Common factors include cost, experience with similar projects, proposed schedule, and overall approach to safety and quality. Sharing your evaluation framework upfront helps contractors tailor their responses and allows you to compare bids more objectively.

4. Don’t Forget About Logistics and Access

Contractors need to understand how they’ll be able to do their work. If your site is an active facility, will construction need to be phased? Will work take place after hours? Is there limited access for equipment or deliveries? Including logistical requirements when writing your strong RFP helps bidders anticipate challenges and build appropriate solutions into their proposals.

5. Emphasize Communication and Collaboration

The most successful projects are built on strong communication. Use your RFP to outline your expectations for progress meetings, reporting, and team collaboration. This not only sets the tone for the relationship but also provides insight into how contractors will engage with your team once the project is underway.

6. Request Relevant Experience and References

Ask contractors to share examples of projects that are similar in size, scope, or complexity to yours. Case studies, references, and photos can provide valuable context and help you assess whether a team has the right experience to deliver on your vision.

7. Be Realistic with Timelines

Building a strong RFP takes time and so does crafting a quality response. Allow adequate time for contractors to review your documents, conduct site visits, and prepare thoughtful proposals. A rushed process may result in incomplete or inaccurate submissions that don’t serve your best interests.

8. Leave Room for Innovation

While it’s important to be specific, avoid being overly prescriptive. Give contractors space to propose alternative methods, materials, or phasing strategies that may add value. Often, some of the best solutions come from teams who bring a fresh perspective.

Final Thoughts

Your RFP is more than just a request for pricing, it’s a roadmap for the entire project. A strong, detailed RFP reflects your goals, sets clear expectations, and invites collaboration. By investing the time to create one thoughtfully, you increase the likelihood of finding the right partner and delivering a successful project on time and on budget.

At Wojcik Builders, we’ve worked with building owners, developers, and organizations across industries to bring their projects to life. If you’re preparing your next RFP, our team can help guide you through the process and ensure your project starts on the right foot.

Discover the Wojcik Difference

If you’re planning your next commercial building and want a construction partner who understands your priorities and protects your interests, let’s talk.

Call Wojcik Builders today at 440-786-1776 to start a conversation.