An RFQ (Request for Quote) is a formal document used in construction procurement to solicit specific pricing from contractors or suppliers. Unlike broader procurement documents, an RFQ assumes the scope is already defined. The owner knows what they want and needs to know what it will cost.
Table of Contents
This guide explains how RFQs differ from RFPs and RFIs, what makes an effective RFQ response, and how to use the process to win more work.
RFI vs RFP vs RFQ: Understanding the differences
Construction procurement uses three primary document types, each serving a distinct purpose:
| Document | Full Name | Purpose | When Used |
|---|---|---|---|
| RFI | Request for Information | Gather capabilities, technologies, and market options | Early stage: scope undefined, exploring options |
| RFP | Request for Proposal | Solicit detailed proposals with approaches, timelines, and value | Mid stage: requirements clear, evaluating solutions |
| RFQ | Request for Quote | Obtain specific pricing and delivery terms | Late stage: specifications finalized, comparing costs |
The documents often flow sequentially: an owner might issue an RFI to understand market capabilities, then an RFP to evaluate approaches from qualified contractors, and finally an RFQ to finalize pricing with the selected short list.
Understanding which document you’re responding to matters. An RFQ response emphasizing your innovative approach misses the point because the owner wants pricing. An RFP response that only provides pricing misses the opportunity to differentiate on methodology and qualifications.
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What is an RFQ in construction?
A construction RFQ requests pricing for specific scope, materials, or services. The issuing party (typically an owner, general contractor, or construction manager) has defined requirements and wants comparable quotes from potential suppliers or subcontractors.
In practice, RFQs represent the final stage of procurement decision-making. The owner has already determined what they need and vetted potential contractors. Now they’re comparing costs from qualified bidders to make their final selection.
RFQs are characterized by:
Defined specifications. Unlike RFPs where you propose solutions, RFQs tell you exactly what to price. The scope, materials, and requirements are already determined.
Price focus. While qualifications matter, the primary evaluation criterion is cost. RFQs assume respondents are qualified; the question is who offers the best value.
Standardized format. RFQs typically use structured formats that enable apples-to-apples comparison. Unit prices, quantities, and inclusions/exclusions follow specified templates.
Shorter timelines. Because scope is defined, response time is typically shorter than RFPs, often one to three weeks.
Construction RFQ example
Here’s what a typical construction RFQ includes:
Project identification:
- Project name: Downtown Office Tower-MEP Package
- Location: 100 Main Street, Austin, TX
- Owner: ABC Development LLC
- Bid due date: February 15, 2026, 2:00 PM CST
Scope of work:
- Mechanical, electrical, and plumbing systems per attached specifications
- Reference drawings: M-001 through M-045, E-001 through E-078, P-001 through P-032
- Includes all labor, materials, equipment, and supervision
- Excludes temporary power (provided by GC)
Required information:
- Base bid lump sum price
- Unit prices for specified alternates
- Preliminary schedule
- Key personnel assignments
- Three comparable project references
Terms and conditions:
- Contract form: AIA A401 Subcontract
- Payment terms: Net 30 from approved invoice
- Retainage: 10% until substantial completion
How to respond to a construction RFQ
Effective RFQ responses combine competitive pricing with demonstrated capability. Follow this checklist:
Before you respond
Verify you have capacity to perform the work
Review all documents including addenda
Visit the site if permitted
Identify potential scope gaps or conflicts
Confirm key personnel availability
Pricing components
Complete all required pricing forms exactly as specified
Include unit prices for all requested alternates
Clearly state inclusions and exclusions
Identify any qualifications or assumptions
Double-check mathematical accuracy
Supporting documentation
Provide requested insurance certificates
Include required licenses and certifications
List relevant project references with contact information
Attach safety records if requested
Submit in specified format (electronic, hard copy, or both)
Differentiation
Even in price-focused RFQs, you can differentiate:
Highlight directly relevant project experience
Identify team members with specific qualifications
Note any schedule advantages you can offer
Mention value engineering opportunities (without changing scope)
Demonstrate understanding of project-specific challenges
Construction RFQ template
Use this template structure for RFQ responses:
1. Cover letter (one page)
- Reference project name and RFQ number
- Confirm understanding of scope
- State bid amount and validity period
- Provide contact information
2. Pricing schedule
- Base bid per specification
- Alternate pricing as requested
- Unit prices for additional work
- Allowance items
- Exclusions clearly listed
3. Project approach (brief)
- Key personnel with relevant experience
- Preliminary schedule
- Safety plan highlights
- Quality control approach
4. Qualifications
- Three comparable project references
- Current workload and capacity
- Insurance and bonding information
- Licenses and certifications
5. Appendices
- Required forms and certifications
- Insurance certificates
- Safety records
- Company information
Common RFQ mistakes to avoid
Even experienced contractors make errors that hurt their RFQ success:
Incomplete responses
Missing required forms, certifications, or pricing details disqualify responses regardless of how competitive the pricing might be. Use a checklist for every RFQ response.
Unsupported assumptions
Assumptions buried in fine print create problems when they don’t match owner expectations. If you’re assuming something differs from the RFQ documents, discuss it with the issuer before bidding.
Unrealistic pricing
Pricing too low to win then struggling to perform damages relationships and reputation. Pricing too high without clear value justification wastes effort. Know your costs and price accordingly.
Generic qualifications
Listing every project you’ve ever done instead of highlighting specifically relevant experience weakens your response. Tailor qualifications to each RFQ.
Missing deadlines
Late submissions are rarely accepted. Build buffer time for unexpected issues: technology problems, last-minute questions, or internal approval delays.
The role of team qualifications in RFQ responses
Even in price-focused procurement, team qualifications influence selection. Owners want confidence that the contractor they select can actually deliver at the quoted price.
The factors that contribute most to successful project teams are:
- Build-type experience (59%) – Has the team worked on this type of construction before?
- Industry experience (53%) – Do they understand the owner’s industry and requirements?
- Market-sector experience (50%) – Have they worked in this geographic market?
This means your RFQ response benefits from demonstrating not just that you have capacity, but that your proposed team has directly relevant experience. A healthcare project manager with hospital renovation experience, for example, brings value that generic construction experience doesn’t match.
Internal Resumes help you quickly identify which team members have experience relevant to specific RFQ requirements: build type, owner relationships, or project complexity. This data transforms generic capability statements into specific, credible qualifications.
Tips for RFQ success
Price competitively but accurately
The lowest price wins many RFQs, but pricing too low creates problems. Either you lose money or you struggle to deliver. Price to win while maintaining margins that allow quality execution.
Demonstrate capability without overcomplicating
RFQs aren’t the place for lengthy methodology discussions. Demonstrate you’re qualified concisely, then focus on the pricing.
Follow instructions exactly
RFQ evaluators compare responses side by side. Missing forms, wrong formats, or incomplete information create extra work for evaluators and raise questions about how you’ll follow project instructions during construction.
Respond promptly to questions
If you need clarification, ask early. Late questions may not receive answers before bid deadline, forcing you to make assumptions that could affect your pricing accuracy.
Use your experience data
Proposals that demonstrate specific relevant experience outperform generic capability claims. 73% of construction leaders consider a project team’s collective experience “very significant” in project success.
Internal Resumes help you quickly identify which team members have experience relevant to a specific RFQ: build type, owner relationships, or project complexity. This data transforms generic qualifications into specific, credible claims.
Confirm capacity before committing
RFQ responses commit you to execute at stated pricing. Before submitting, verify your team has actual availability. Forecasting tools show resource allocation across your project portfolio, helping you avoid overcommitting to work you cannot staff. Winning a bid you cannot deliver damages relationships and reputation far more than declining to bid in the first place.
Winning work through better RFQ responses
RFQs may seem straightforward-provide pricing, win or lose on cost. But contractors who approach RFQs strategically win more than their share. They price accurately by understanding scope thoroughly. They differentiate on experience even in price-focused evaluations. They verify capacity before committing.
The RFQ process favors contractors who treat it as an opportunity to demonstrate competence, not just submit numbers. Every response is a chance to show how you work-organized, thorough, and reliable.
Frequently asked questions
What does RFQ stand for in construction?
RFQ stands for Request for Quote (or Request for Quotation). It’s a procurement document requesting specific pricing from contractors or suppliers for defined scope.
What is the difference between RFP and RFQ?
An RFP (Request for Proposal) asks for solutions and approaches: how you would do the work. An RFQ (Request for Quote) asks for pricing on already-defined scope: what the work will cost. RFPs evaluate methodology and qualifications heavily; RFQs focus primarily on price.
How do you ask for a construction quote?
To request a construction quote, provide clear scope definition including drawings, specifications, quantities, and timeline. Use a standardized RFQ format that enables comparison. Allow adequate response time (typically 1-3 weeks for subcontractor quotes) and be available to answer clarifying questions.
How long should an RFQ response take to prepare?
Simple RFQ responses may take a few hours. Complex packages requiring detailed takeoffs and multiple subcontractor quotes may need one to two weeks. Plan response time based on scope complexity and internal resources available.
What makes an RFQ response stand out?
Beyond competitive pricing, effective RFQ responses demonstrate clear understanding of scope, include relevant experience examples, identify key personnel with appropriate qualifications, and follow submission instructions exactly. Attention to detail in the response signals attention to detail in execution.
