Elevate takeoffs for faster bids and increased project success for FREE. See Details Here.

PlanHub’s Q2 Research Reveals Many Opportunities. Register for the Webinar and Learn More

Responding to an RFQ: What General Contractors Should Include

2 Men Working on Construction Plans

If you’ve never put together a response to a request for qualifications for a commercial construction project, it’s hard to know exactly what information to include. What are the expectations from potential clients? How can you best showcase your ability to do the work?

We’ve put together a list of common items that are typically requested in RFQs. You don’t necessarily have to include them all, but it’s good to know what items you may need to provide. But first, let’s make sure we’re speaking the same language, and then we’ll give you some keys to responding to an RFQ.

What is an RFQ?

There are so many acronyms in construction; it can be dizzying. Their meanings seem to be different depending on what part of the country or world you’re in. Let’s go over a few key terms now, so we’re on the same page as we advance.

An RFQ, or request for qualifications, focuses on a contractor’s experience, past projects, and credentials. Its purpose is to determine whether a contractor is qualified to perform on a project rather than on the price of the project. In fact, pricing often isn’t part of an RFQ. They’re often used to help owners select a small group of contractors to provide pricing on a project.

An RFP, or request for proposal, has a defined project scope, deliverables, drawings, and specifications. The design of the project is complete, or as complete as it will be, and the owner is looking for pricing. An RFP may be sent out to select contractors after an RFQ is used to choose the pool.

An ITB, or invitation to bid, is often sent by general contractors to invite subcontractors and suppliers to bid on a project. Its purpose is to publicize the project and inform contractors about the information they need to bid on the project and access the documents.

Three keys to responding to an RFQ

1. Read the RFQ document carefully.

It can be tempting just to skim an RFQ, especially when you’re busy bidding on other projects. But it pays to review these documents carefully, so you know how to organize your response and what information is being requested. You want to pay attention to project and client details, the scoring matrix, project requirements, and response requirements, such as the length and preferred format. Additionally, note the submission date and time and how the owner wants the response submitted. Missing small details can put you out of the running before you even get started, wasting all your time and effort.

2. Respond to each item in the RFQ and provide the information requested.

Make sure you use the same numbering and headers for your responses. Also, don’t include added information unless it is pertinent to the project. Many RFQs have a length requirement and added information could put you over the limit and disqualify you.

3. Customize your response as much as you can.

It can be tempting to develop a boilerplate RFQ response and just send it out for each project. However, project owners are looking for proof that you understand their project and their mission, and a boilerplate response won’t show that. There are some parts of the response that you may be able to copy from one RFQ to another, but generally, the content should be original for each project. Researching your potential client and their project will help you craft your response and customize it to their needs.

Post projects in minutes, drive more business. Find over + 300,000 qualified subcontractors and get to work quicker. Request a demo!

What to include in an RFQ response

General contractors are often the ones replying directly to an RFQ. Subcontractors may be involved in the process if the GC is submitting a whole project team in response to the request. Each project will have different requirements, so we have listed possible items that may be requested. Check your RFQ for project-specific requirements.

Project experience

Most RFQs will request information on similar projects you have performed. You want to make sure you highlight those that have a comparable scope or are of a similar size. If you don’t have a specific project that is similar, include your best work or largest project.

Include photos that highlight your work. It’s a good idea to invest in high-quality images for critical projects that you’ll want to include in your RFQ responses. Provide a short description of each project and include contact information for your client as a reference.

Key personnel resumes

Provide resumes for key employees that will be potentially working on the project. You want to include employees who have worked on projects of related type and scope. Include your project managers, superintendents, skilled trades, and anyone with unique credentials that will be needed on the project. Highlight their experience on similar projects and their skill sets.

If you are submitting an RFQ with a complete project team, you’ll want to include resumes from fundamental subcontractors with your response. Subcontractors should provide a one-to-two-page document that shows their project experience and provides short resumes for their key personnel.

Project schedule

RFQs may request a proposed schedule for the project, including significant milestones. If this is the case, you’ll have to reach out to subcontractors to get an idea of their work duration. You may also be asked for a completion date or the duration of the project in days.

References

Most qualification requests will inquire at least three references. You want to include people who were happy with your work. Include references from the projects you highlighted in your experience and any additional references that may be of high value, such as larger clients.

Insurance certificate

The RFQ may spell out the insurance requirements for the project and request that you include a certificate showing that you have the limits requested. Make sure that you’re in compliance before submitting an insurance certificate with your RFQ.

Contractor’s license

In most states, contractors are required to be licensed and registered. You’ll want to include proof that you are licensed and bonded as required by the state where the project is located. Moreover, if it’s pertinent to the job, include specialized licenses like electrical or plumbing.

Financial statements

Potential customers want to ensure that the contractor they select is financially stable and has the cash flow to take on their project. They may request that you provide one to two years of reviewed or audited financial statements. Usually, these need to be produced by a CPA.

Bonds

Some RFQs may request that you provide a bid bond. This type of bond guarantees that you’ll go to contract for the amount of your bid. These ordinarily aren’t required for an RFQ, unless you’re turning in pricing as well.

If the project is bonded, you may be required to turn in a bonding capacity letter. This is a letter from your surety or insurance company letting the owner know how large of a bond they’re willing to produce for you. There are customarily two amounts given in a bonding capacity letter: per project and aggregate. Clients will be interested in your ability to bond more than their project is worth and ensure that you haven’t met your overall bonding limit.

Safety manual or policy

Safety and health are important to all clients, so you may be asked to provide a copy of your safety manual or policies so the owner can review them with your qualifications. It’s a good idea to have a shortened version that you include with RFQs, so you don’t run out of space.

You may also be asked to include your EMR rating. You get this from your workers’ compensation insurance company, and it’s a measurement of your safety record.

Drug and alcohol policy

Potential clients may request a copy of your drug and alcohol policy to ensure that your policies comply with state requirements and match theirs. You can provide a shortened version that hits the high points.

Putting your best foot forward

An RFQ response should shine the light on your company’s abilities to perform the project and put the potential client at ease, knowing that you have the required experience and knowledge to provide them with a great project.

Read the RFQ document carefully, provide the requested information, and answer questions as clearly as possible. Think about what the potential client needs and what’s most important for them and tailor your responses to meet those needs. If you do this consistently, you’re sure to get selected to bid on many projects.

To find more projects to bid on, check out the tools on PlanHub today.

Be the first to know

PlanHub insights, resources, and news, sent directly to your inbox.

    planhub
    planhub icon

    Data and Deep Insights

    We make construction smarter by connecting with the right people, at the right time, for the right project.

    With our technology and data intelligence, we empower construction professionals to easily build the right business relationships, streamline pre construction processes, and make efficient decisions.

    From competitive intelligence in each project allowing you to know how many other contractors are downloading or bidding to insights as to contractors’ performance, we provide the data you need to lead your business to success.

    By providing faster, simpler, and unmatched data insights in each step of the pre construction process, PlanHub helps your business lay a strong foundation for the success of the rest of the construction process.

    planhub icon

    Bid Leveler & Proposal builder

    Comparing bids to one another has never been easier. Users can now see bids side by side, compare bid amounts, and review subcontractors’ certifications and qualifications all in one place.

    Bid Leveler’s apples-to-apples approach allows you to easily drill down and see detailed, easy-to-scan cost breakdowns. Indicate bid preference, hide bids that don’t meet your needs, and request needed information from subs.

    planhub icon

    Full Bid Management

    From the initial decision to pursue a project to the final bid submission and follow up, bid management plays a central role in pre construction.

    Effectively managed bids during the preconstruction phase set the stage for a successful project execution and satisfied clients.

    Streamline bid management from project posting to estimating, bidding, and awarding in one place with easy project posting, project-contractor automatic matching based on trades, location, and qualification with PlanHub.

    Use bid planner, bid builder, bid leveler, and award tools to always know what’s going on with each project and bid.

    planhub icon

    Estimation and TakeOff

    Let’s face it—time is money. And the more time it takes to perform takeoffs and submit bids, the more you risk losing out on valuable revenue opportunities. Manual methods and locally installed desktop software slow your takeoff process, and many digital solutions currently on the market can be overly complex and not user-friendly. 

    Build faster takeoffs, get more bids out the door, and win more projects. Forget pen and paper, outdated desktop software, and overly complicated digital takeoff solutions. PlanHub’s easy-to-use Takeoff tool helps you and your team build accurate takeoffs faster, minimize errors and material waste, and win more projects that boost your business growth. Performing your takeoffs with PlanHub allows you to:

    • Streamline and integrate your process: Perform your takeoffs in the same platform you use to manage your network and bids.
    • Avoid costly estimating errors: Get better accuracy with digital tools instead of traditional, mistake-prone pen and paper.
    • Collaborate easily: Share and work with your team, no matter where you—or they—are located.
    • Submit more bids and win more projects: Get quality bids in front of general contractors faster and get ahead of your competition.
    planhub
    planhub icon

    Document Management

    Organize, store, and manage various documents, blueprints, drawings and other information related to projects before the actual construction phase begins.

    This phase is crucial for setting the foundation of a successful construction project, and effective document management plays a significant role in ensuring that all necessary information is accessible, accurate, and up-to-date to all interested parties.

    Access, review, work on, and share large complex documents in one platform with amazing speed. From project definition, drawing management, takeoff, estimation, bid management, and contracts, everything happens in PlanHub.

    planhub crm
    planhub icon

    CRM

    Be part of a construction professionals’ ecosystem that enhances collaboration, streamlines project management, and fosters smart relationships between companies, construction professionals, and projects.

    Enjoy seamless communication, build strong relationships, and streamlines project management. By leveraging the power of connections and collaboration, we enhance efficiency, save time and resources, and drive collective growth in the industry.

    planhub network
    planhub icon

    1M+ pre-qualified network

    PlanHub is the leading platform that connects companies, construction professionals, and projects in the pre-construction industry, focusing on building and developing meaningful relationships to enhance efficiency and productivity.

    We have integrated general contractors, subcontractors, and material suppliers’ workflows in one platform to simplify the complex back and forth usually present in preconstruction. By allowing all interactions to be done through PlanHub, tracking projects and relationships is much easier, saving contractors and material suppliers time and money. Interactions in the platform are tagged and measured to provide insights to users.

    General contractors create bid packages that are shared in PlanHub as projects. They can include templatized lists of all CSI cost items as part of the new Baseline feature. Baseline allows for faster and more accurate bid requests, facilitates homogenization of subcontractors’ bids, and simplifies the comparison of incoming bids.

    Subcontractors are automatically matched with relevant projects based on their profile, preferences, and pre-qualification information saving hours of research to both sides. They can review project details, documentation, and blueprints.

    planhub icon

    High-quality projects

    Your one-stop job for qualified hard-to-find private project leads in varying stages like pre-planning, bidding, etc., and across different geographies, zip codes, or distance to your office.

    Projects include plans, specifications, bid dates, and other relevant project information.

    You can segment project leads by type of project, status, project building use, trades and sub trades, or create your own list of keywords — and be notified when one of them is found in a posted project’s documentation or plans.

    We make it simple to find projects that match your business — and make sure you are notified right away.

    				
    					<script src='https://planhub.com/wp-includes/js/jquery/jquery.min.js' id='jquery-core-js'></script>
    <script charset="utf-8" type="text/javascript" src="//js.hsforms.net/forms/embed/v2.js"></script>
    <script>
      hbspt.forms.create({
        region: "na1",
        portalId: "7063061",
        formId: "ced7254f-5c61-49b9-9ce0-6f870b79a958"
      });
    </script>
    				
    			

    Get the report!

    From the very beginning, PlanHub has been a place where people can do meaningful work and build strong relationships.

    Come grow with us! We’re building innovative technologies that simplify preconstruction for everyone.

    Expand your network and connect with general contractors, subcontractors, owners, architects, and suppliers – not to mention thousands of relevant projects at your fingertips.

    Generate relevant leads, faster and with precision. With access to private, hard-to-find projects, you can connect with architects and owners on projects still in the pre-design and design stages.

    PlanHub’s advanced suite of bid management tools allows you to increase productivity, identify relevant projects using data, build bids with Takeoff, and manage bids through the entire process.

    Create quicker, improved takeoffs effortlessly. PlanHub’s Takeoff Core aids your team in accurate, faster estimates, minimizing errors, and driving business growth.

    Expand your network and connect with general contractors, subcontractors, owners, architects, and suppliers – not to mention thousands of relevant projects at your fingertips.

    Generate relevant leads, faster and with precision. With access to private, hard-to-find projects, you can connect with architects and owners on projects still in the pre-design and design stages.

    PlanHub’s advanced suite of bid management tools allows you to increase productivity, identify relevant projects using data, build bids with Takeoff, and manage bids through the entire process.