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Request for proposals (RFP)

A request for proposals (RFP) asks vendors to propose how they would do a job and at what price. The county scores proposals on several factors, such as experience, approach and cost, instead of choosing on price alone.

Counties use RFPs when the best answer isn't only about price: software, consulting, management services, complex equipment. The RFP explains the county's needs and the evaluation criteria, often with points for each (for example, 40 points for approach, 30 for experience, 30 for price).

What a strong RFP response does

  • Follows the RFP's structure and page limits exactly, so evaluators can find each answer.
  • Answers every requirement, ideally in a compliance table that points to where each is addressed.
  • Shows relevant experience with similar counties, with references the county can call.
  • Prices clearly in the format requested.

After the deadline

The county may shortlist vendors, ask for presentations, then negotiate a contract with the top-ranked vendor. The final contract is usually approved at a public board meeting, such as a Texas commissioners court meeting.

Questions

Can I change my price after submitting an RFP?

Sometimes. Many RFPs allow the county to negotiate with the top-ranked vendors, including on price, before awarding.

Why do RFPs take longer to award?

The county has to read and score every proposal, often with a committee, and may hold interviews or negotiations.

Last reviewed Oct 30, 2026. This is general information, not legal advice. Laws and thresholds change; check the current statute and the bid documents.