RFI (Request For Information)

What is RFI (Request For Information)?

A Request for Information (RFI) is a common procurement tool used by government agencies to gather information from potential contractors about their capabilities, solutions, and pricing for a potential project or requirement. It's an initial step in the acquisition process, often preceding a Request for Proposal (RFP) or Request for Quotation (RFQ). The government uses the information gathered from RFIs to inform its acquisition strategy and refine its requirements.

Definition

An RFI is essentially a market research tool. Government agencies issue RFIs when they need to better understand the available solutions, technologies, or approaches for a specific problem or requirement. The goal is to collect information from industry experts and potential vendors to help the agency define its needs more clearly and develop a more effective solicitation. While RFIs do not obligate the government to issue a solicitation, or award a contract, they are critical to responsible acquisition planning. Responding to RFIs can provide contractors with valuable insights into upcoming opportunities and an opportunity to influence the final requirements. Importantly, responses to an RFI are generally not considered offers and cannot be accepted by the government to form a binding contract.

Key Points

• Market Research: RFIs are primarily used for market research to identify potential vendors and their capabilities.
• Inform Acquisition Strategy: The information gathered from RFIs helps the government develop a sound acquisition strategy, including defining requirements, identifying potential risks, and estimating costs.
• Non-Binding: Responses to RFIs are not considered offers and do not create any contractual obligations for either the government or the respondent.
• Influencing Requirements: Responding to an RFI allows contractors to shape the government's understanding of available solutions and influence the final requirements in a subsequent solicitation.

Practical Examples

1. New Technology Exploration: A government agency wants to explore the latest advancements in cybersecurity solutions for cloud environments. It issues an RFI to gather information from cybersecurity vendors about their capabilities, solutions, and pricing models.

2. Requirements Definition: An agency needs to upgrade its IT infrastructure but is unsure of the best approach. It issues an RFI to understand different technical solutions, implementation strategies, and associated costs.

3. Small Business Set-Aside Determination: Before issuing an RFP, an agency releases an RFI to determine if enough qualified small businesses exist to set aside the procurement specifically for small businesses. If enough qualified responses are received, the agency may pursue a small business set-aside strategy.