Request for Information (RFI)
A request for information (tietopyyntö, RFI) is an inquiry a contracting authority addresses to the market in order to gather information for preparing a procurement. It is the most common written form of market consultation and is often carried out alongside a market consultation notice. An RFI differs fundamentally from a call for tenders: it does not start a procurement procedure, the information given in it binds neither party, and a response is not a tender. For a supplier, an RFI is the single most effective way to influence the content of the future call for tenders, because responses are given while the requirements, award criteria and contract terms are still open. Comparable influence is no longer possible once the call for tenders has been published, since making changes mid-procedure is administratively heavy for the authority.
Definition
A request for information is an instrument of the market consultation referred to in section 65 of the Finnish Act on Public Procurement (1397/2016), through which a contracting authority asks market operators for information on the subject matter, alternative solutions, pricing mechanisms, contract terms or timetable before drafting the call for tenders. An RFI may take the form of an informal survey, an annex to a market consultation notice, or a comment round on a draft call for tenders in which suppliers are asked to answer specific questions. An RFI should state explicitly that it is a request for information rather than a call for tenders, that the information may change in the final tender documents, that it does not commit the authority to carrying out the procurement, and that responding or not responding has no bearing on participation in the tender competition. The response window is set in proportion to the volume of material, and in practice is often one to two weeks. Responses generally remain with the contracting authority, and no summary is usually circulated to all respondents. The authority may also allow anonymous responses where suppliers are hesitant to respond under their own name.
Practical Example
A wellbeing services county is preparing a procurement of imaging equipment and sends a draft call for tenders as an RFI to every supplier that responded to its market consultation notice. The RFI poses three specific questions: does the preliminary specification contain requirements the supplier's equipment does not meet, are there terms in the draft contract the supplier cannot commit to, and what further information would the supplier need in order to price its tender accurately. The equipment supplier responds within two weeks and points out that the maximum weight requirement is based on an older generation of technology and would exclude three of the four suppliers on the market. It also notes that unlimited liability for damages would raise the tender price significantly, and proposes a liability cap set at the annual value of the contract. The authority does not respond to the individual supplier, but both points have been changed in the published call for tenders.
Common Mistake
The most common mistake is responding to an RFI with marketing material about the supplier's own features instead of answering the questions asked. What the authority values is market information and reasoned views, not a sales pitch. A second mistake is not responding at all, in the belief that the clarification question stage will do just as well — after publication, authorities rarely correct anything beyond obvious errors. A third is giving an exact price instead of a range: RFI information is not binding, but a price quoted too low easily survives as the budget frame. A fourth is assuming that responding either creates an advantage or leads to exclusion. Neither is true: section 66 only requires the authority to ensure that involvement in preparing the procurement does not distort competition.
Frequently Asked Questions
What is the difference between an RFI and a call for tenders?
A call for tenders starts the procurement procedure, and a tender submitted in response binds the tenderer. An RFI is information gathering that supports the preparation of the procurement: it does not start a procedure, the information given binds neither party, and a response is not a tender. By responding to an RFI a supplier does not commit to tendering, and the authority does not commit to carrying out the procurement. Everything material is asked again in the actual call for tenders, and only the requirements set out there are binding.
Is it worth responding to an RFI if the procurement is not yet certain?
Yes, if the contract is strategically interesting to your company. The RFI stage is the only point at which you can influence the requirements, award criteria and contract terms before they are locked. Responding also tells you about the scope and timetable, so you can reserve resources for tendering in good time. Responding creates no obligation. Do, however, keep the effort proportionate to the size of the contract: an extensive response to a small procurement is not worth it.
Is the information I provide in an RFI public?
Responses generally remain with the contracting authority, and no summary is usually circulated to respondents. The authority is nevertheless a public body, and the publicity of its documents is governed by the Act on the Openness of Government Activities (621/1999). RFIs therefore usually ask respondents to indicate which parts of the response are trade or business secrets. Mark those parts clearly and, where necessary, explain why the information is a trade secret. Where the authority allows anonymous responses, that can also be an option if responding under your own name feels risky.
Related Guides
Market dialogue: a strategy guide for bidders
Market dialogue under section 65 of the Finnish Procurement Act: when to take part, what to ask and how to influence the requirements of the future call for tenders. Includes Hankinta-Suomi's market dialogue guide (2026) for download.
Read guideRFP analysis: a Go/No-Go guide for bidders
Go/No-Go analysis before tender response: checklist, award criteria reading, risk flags, and common pitfalls for bidders in Finnish public procurement.
Read guideRelated Terms
Request for Proposals
Understand the request for proposals (tarjouspyyntö) in Finnish public procurement. Key document that defines requirements and evaluation criteria.
Contract Notice
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Market Consultation Notice
A market consultation notice announces an upcoming Finnish public contract before the tender documents exist. Learn what it contains and how to respond.
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