When it comes to laying out the blueprints for issuing or responding to an architect RFP, there's a lot to consider. Whether you're on the team looking to build or renovate, or you're an architecture firm trying to land the job, an RFP is your key to finding the perfect match.
This article will walk you through everything you need to know about architect RFPs, whether you're sending one out or responding to one. We'll start with the basics, then dive into a step-by-step guide for creating a super effective RFP. After that, we'll share tips for architecture firms to make sure their proposals stand out. And to wrap things up, we'll show you some real-world examples and templates of architect RFP proposals so you can see it all in action.
Architect RFP basics
What is an architect RFP?
An architect request for proposal (RFP) is a procurement document issued by an organization looking for the right firm to provide architectural services. The RFP is essentially a questionnaire that outlines an architectural project and includes a list of requirements and questions. Also referred to as an architectural and engineering RFP (A-E or A/E RFP) the purpose of the document is to gather vendor information in a standardized way to enable clear comparisons.
The RFP is written and issued by the organization wishing to purchase architectural services. For them, the question-and-answer format enables a data-based approach to vendor selection. Once issued, the RFP is answered by the firms interested in winning the bid and performing the service.
The RFQ in architecture service purchasing
The RFP isn’t the only procurement document commonly used in architectural projects. Because of the vast number of architectural firms as well as the technical requirements of build projects, often the process begins with a request for qualifications (RFQ). When used as a first step, the RFQ helps buyers narrow down their vendor selection to a short list based on the firm’s qualifications and experience. Typically, an RFQ does not include questions about fees or cost. Whereas in an RFP, pricing is almost always an included consideration.
Benefits of the RFP process
When an organization needs to engage an architectural firm to build, renovate or remodel a structure, there are a lot of things to think about. Luckily, a request for proposal offers a methodical and organized approach to finding the right partner.
RFQs and RFPs standardize the information collected from interested firms, making it easier to compare providers. Consequently, the RFP process enables the buyer to make a confident decision while ensuring a level playing field for interested vendors.
Verify qualifications and experience
When it comes to designing and engineering a building, experience is crucial. Using an RFP or RFQ enables a buyer to explore each firm’s portfolio of past projects. Additionally, they can request references to hear from a firm’s former clients first hand.
Ensure organizational compatibility
One unique and important consideration when undertaking an architectural project is compatibility. After all, most projects take many months, if not years to complete. So, partnering with an organization that shares a similar work style, values, and culture can make a big difference.
Manage risk and compliance
Many organizations must carefully manage the risk associated with large-scale investments. An RFP documents the decision-making process and can help resolve issues that may arise once a contract has been awarded. In addition, the detailed approach helps proactively manage compliance.
Types of architecture RFPs
As you might imagine, there are many types of RFPs for architectural services. While each follows the same general format and serves the same purpose, they all ask unique questions.
The most common RFP types are:
- Architectural review consulting services RFP
- RFP for design services
- Landscape architecture RFP
- Architectural and engineering RFP
- On-call design projects RFP
- General architectural services RFP
- RFP for design and construction support
- Renovation design and engineering services RFP
Issuing an RFP for architecture and engineering services
When it comes to issuing an RFP for architecture and engineering services, the process follows the same general steps as any other RFP. Essentially, the process can be broken down into three main steps: RFP creation, administration, and evaluation.
Below you’ll find a simple overview of the steps required to issue an RFP.
1. RFP creation
An effective architect RFP is clear, concise, and thoughtful. Consequently, the RFP creation process is a combination of internal collaboration, research, and planning.
Interview stakeholders and define requirements
Identify your project stakeholders. Then, work together to define the project requirements and goals. In addition, be sure to determine which considerations are the highest priority. For example, is price or experience more important? This information will help inform your evaluation process later.
Define your RFP project timeline
Create an RFP timeline to keep your project on track. Not only will the chronological set of milestones guide your internal process, but it is also key to ensuring your vendors meet expectations. Key dates to include in your timeline are the RFP issuing date, vendor follow-up question deadline, proposal submission date, and final selection announcement.
Write your RFP
Using the information you gathered from your stakeholders, create your architecture RFP. It should include:
- Company background information
- Specifications and requirements
- RFP and project timeline
- Evaluation criteria
- Minimum qualifications and submission requirements
- Terms and conditions
Select which vendors to include
As mentioned above, you may find the number of potential service providers overwhelming. If so, it’s wise to first issue an RFQ to narrow your options down to a short list of pre-qualified firms.
2. RFP administration
Once you’ve written the RFP, you’re ready to send it out. While this part of the RFP process includes waiting for the potential providers to respond, there’s more to it than that.
Issuing or publishing the RFP
If you’re a private organization, simply send your RFP directly to your short list of vendors by email or digitally through RFP management software. However, if you’re a part of a government entity, generally you must publish the RFP publicly to solicit bids.
Provide answers to follow-up questions
No matter how thorough the information you provide in your RFP, there will always be follow-up questions from vendors. Gather any questions and provide required clarifications. Remember, to ensure fairness and transparency, the entire list of questions and answers should be sent to all vendors.
Follow up with firms
Ideally, you’ll have plenty of vendor responses ahead of the RFP deadline. However, when your final deadline is about a week away, consider sending out a follow-up reminder to any firms you haven’t heard from.
3. RFP evaluation
When you’ve received proposals from the architecture firms hoping to win your business, it’s time to review and evaluate them.
Score each proposal
The first step in determining which architecture proposal is the best is to score each one individually. Luckily, if you have RFP software, scoring is done automatically. Automated RFP scoring saves time and is especially helpful if you use weighted scoring to prioritize your decision factors.
Evaluate the results
Once you’ve scored the proposals, you need to compare each vendor and validate the results. Occasionally, you may find that two scorers interpreted a question or answer differently. In that case, discuss the discrepancy and come to a consensus.
Make your final selection
If all goes well, you’ll now have a clear winner. However, before you send out your RFP award letter and proposal rejection letters, it’s wise to complete negotiations and contracting.
Responding to an architecture RFP
If you’re a part of an architecture firm, you’re undoubtedly familiar with the RFP process. Hopefully, you have an RFP strategy that enables you to find RFPs, win them, and grow your business. However, if you aren’t winning as many opportunities as you’d like, review the RFP best practices and tips below.
Using AI to work smarter and win more architect RFPs
Proposal process best practices for architecture firms in the age of AI
Responding to an RFP can be a door-opener or a time sink. It all depends on how strategically your team approaches the process. Here’s how architecture firms can apply modern proposal practices, powered by centralized knowledge and AI-driven efficiency, to focus on the right opportunities and win with confidence.
Qualify with clarity
Every RFP represents an opportunity, but not all are worth pursuing. With compressed timelines and stretched resources, it’s essential to make informed, fast go/no-go decisions. Align quickly across stakeholders using tools and criteria that assess fit, risk, and likelihood of success before you invest time drafting a response.
Reclaim time by reusing your best content
Most architectural RFPs ask familiar questions. Instead of starting from scratch, smart firms curate a reusable knowledge base of their best, approved content. Centralizing this institutional knowledge reduces rework, preserves consistency, and enables teams to respond faster — especially when paired with AI that can generate tailored first drafts from trusted answers.
Show you understand the big picture
Architectural buyers today expect more than checkbox compliance. They want to know you understand their goals, not just their specifications. Customize your response to reflect their context, challenges, and desired outcomes. AI can help interpret complex requirements and suggest tailored messaging, but human insight remains essential to connect with decision-makers.
Make your team a differentiator
In architectural services, people matter as much as process. Highlight key team members — not just resumes, but their relevance to the project and ability to collaborate. Including these insights builds trust and helps clients visualize what it’s like to work with your firm.
Get more out of your "intro" documents
Your executive summary and cover letter may be the only documents that some stakeholders read. Use them to set the tone, underscore your understanding, and position your firm as a strategic partner. AI-generated templates can help you get started, but always refine for voice, specificity, and alignment with the client’s vision.
Keep it simple and strategic
Your proposal should communicate expertise without overwhelming the reader. Use plain language. Structure your content for clarity. And aim for impact not just length. Strategic content governance, supported by AI tools, can help ensure your messaging is both accessible and compelling.
Where to find architect RFPs
In the architecture industry, referrals and references are still one of the main ways to win business. However, if you’re looking to expand your reach and break into public projects, you’ll need to know how to find RFPs. Luckily, there are many RFP databases available. While many of them charge a small subscription fee, it can be well worth it to discover new lucrative opportunities.
Architect RFP databases
Chapters of the American Institute of Architects (AIA)
The American Institute of Architects (AIA) is a great place to post and find architecture and engineering RFPs. While the association doesn’t host RFPs at the national level, many state-level chapters host lists of open RFP opportunities. For example, the Arizona, New Hampshire, Los Angeles, and Florida AIA chapters offer a centralized list of RFPs.
Formerly known as Construction Journal, this database gathers RFPs for all parts of the construction process. One of the largest segments is the professional services category that includes architect RFPs. Note that there is a subscription fee required to use this resource.
This RFP database focuses on opportunities organized by location. While access to the database requires a small fee, you can pick and choose which states you’re interested in. A 30-day free trial is available. Additionally, the price is scaled based on the state’s project volume.
Sample architect RFP and proposal examples
Architect RFP examples
Michigan Street Corridor Holiday Decor RFP example
This RFP is clear about its requirements to create a safe, inviting seasonal atmosphere in a Grand Rapids, MI, community. It's a good example of a smaller project that could potentially turn into a long-term engagement.
Renovation RFP example – Edward D. Hansen Conference Center
The renovation of a conference center in Everett, WA is the subject of this architecture RFP example. While it doesn’t ask a long list of questions, it does provide very specific information about what should be included in a resulting proposal.
Bid opportunities portal – WestEd
Some dynamite examples of a variety of RFPs, ranging from video security system upgrades to assessment environmental sustainability to employment background screening. WestEd is a non-profit organization that promotes access to high-quality education for everyone.
RFP for architecture and engineering services example – Giant Magellan Telescope
Our last architect RFP example presents a unique challenge to prospective firms. As a one-of-a-kind project, the RFP outlines the goal of creating an enclosure for the Giant Magellan Telescope. It specifies the desired qualifications and experience and offers visual elements to help interested firms develop their proposals.
Architect proposal examples
Sample proposal for architectural design – Robert R. Coffee Architect + Associates
Helpfully formatted and rich with photos of past projects, this architecture proposal example is easy to navigate and understand. The proposal contains everything the buyer needs to know from planning and project management to the scope of work and suggestions for improvement.
San Francisco Public Library Strategic Planning — Gensler
It doesn't get any more comprehensive than this astounding proposal from Gensler. From key team members to related experience to pricing, this proposal comprehensively communicates Gensler's value and differentiates them from their competitors.
If you love the project, you have to love the RFP
While most RFPs for architectural services are a one-time project, the results of the RFP linger long after the firm has finished their work. Not only are these projects big investments of time and money, but they also have a lasting impact as people interact with the resulting structure long into the future. Ultimately, a careful and thoughtful RFP process ensures a mutually beneficial engagement that delivers value long into the future.
For more information about issuing or responding to RFPs, explore these recommended resources:
For organizations issuing RFPs:
For architectural firms responding to RFPs: