Request for Information (RFI)

A Request for Information (RFI) is a preliminary step in procurement. The buyer asks businesses to describe their ability to meet a potential requirement and to share information, ideas or feedback that can help shape a later solicitation. CanadaBuys describes it as an early engagement tool, not a way to buy anything.

An RFI is not a solicitation. It does not create a commitment to purchase goods or services, and it does not award a contract. Canadian RFI notices must say so plainly. Suppliers answer to inform the buyer, not to win work directly.

What buyers use an RFI to do

CanadaBuys groups RFIs with Letters of Interest (LOIs) as tools for early market engagement. Buyers use them to:

• test the adequacy of draft requirements
• identify alternative solutions
• help finalize the procurement strategy, objectives and deliverables

An RFI can also ask suppliers to suggest how the later solicitation should be structured. Allied defence guidance uses the same logic. A UK Ministry of Defence case study treats the RFI as a communication that gathers industry information about a capability requirement before a formal competition.

How RFIs are published and distributed in Canada

CanadaBuys lists RFI/LOI as a solicitation method used to engage businesses before a procurement is finalized. RFIs are typically published on the Government Electronic Tendering Service (GETS). A buyer can also send one to selected businesses from a source list, so a public notice is not always the only route.

Public Services and Procurement Canada (PSPC) also uses an RFI process within Task and Solutions Professional Services (TSPS). A client department may need very specific expertise that the ordinary task-based categories or solution-based streams do not cover. In that case the RFI goes to relevant pre-qualified suppliers identified through the Centralized Professional Services System. The PSPC guidance for government employees sets out this process.

Examples of Canadian RFIs

The Department of National Defence published an RFI for backcountry ski equipment on CanadaBuys. It sought information on market availability, pricing, supplier capability and industry interest in a potential standing-offer procurement. The notice stated that it was not a call for tender, a Request for Proposal (RFP) or a Request for Standing Offer (RFSO). It also stated that no contract would result solely from the RFI.

The Government has also used an RFI to engage industry on procurement options for carbon-dioxide-removal services before launching a competitive procurement. The Treasury Board announcement on greener government operations describes this step.

What an RFI means for a supplier

An RFI is an opportunity to influence a requirement before it is fixed. A supplier should respond with what the notice asks for. Typical requests include:

• capabilities and experience
• technical approaches
• availability
• indicative pricing
• comments on the proposed requirement

Follow the stated submission method and deadline. Do not treat an RFI as a bid call unless the notice expressly says otherwise. CanadaBuys guidance states that an RFI is information-gathering only and carries no commitment to a future contract.

Because RFIs can go to selected businesses, suppliers should keep their profiles and capabilities current with the buyers they want to work with. Watching for RFIs also gives bid teams early sight of upcoming demand. A strong response can help a buyer shape requirements, and it gives your company a head start on the competition that may follow.