How to Craft Effective RFPs & RFQs: 2026 Guide for Kentucky Cities & Municipalities

Downtown Mt. Sterling, Kentucky

Crafting Effective RFPs and RFQs: How Kentucky Cities & Municipalities Can Attract Quality Bidders

By Tommy Woodall, Commercial Projects Developer at Woodall Roofing & Exteriors

Kentucky’s cities—from vibrant Lexington and Louisville to smaller communities like Murray and Mt. Sterling and everyone Kentucky City in-between—depend on high-quality infrastructure projects to support residents and maintain public facilities. Whether replacing an aging roof on a city hall, repairing roads, or upgrading community centers, the process starts with a well-written Request for Proposal (RFP) or Request for Qualifications (RFQ).

These documents are the cornerstone of successful public procurement in Kentucky. A clear, detailed RFP or RFQ bridges your municipality's needs with capable vendors, while a vague one can result in poor bids, unqualified responders, or costly delays.

As experienced commercial roofing contractors serving Kentucky public entities, we've seen the difference firsthand. Poorly crafted documents discourage top vendors from bidding or seeking clarifications, leading to confusion over scope, timelines, or fairness. In this 2026 guide, we share practical, Kentucky-focused tips to help your city write effective RFPs and RFQs that attract the best partners for roofing, infrastructure, and beyond.

Here’s a quick visual breakdown of the key differences between RFP and RFQ:

Understanding RFP vs. RFQ

An RFP (Request for Proposal) asks vendors for detailed solutions, including approach, timeline, and pricing. Example: A city issuing an RFP for a full roof replacement on a historic public library to compare methods and costs.

An RFQ (Request for Qualifications) focuses on vendor expertise and experience, often used to prequalify firms before a full RFP. Example: Prequalifying roofing contractors for a multi-phase municipal campus renovation.

Both require clarity to align with Kentucky municipal goals and comply with local procurement rules (e.g., Kentucky Model Procurement Code).

1. Start with a Clear Project Objective

Define exactly what you need and why. A strong objective helps vendors submit relevant, competitive bids.

Example for a roofing project: “The City of Frankfort seeks proposals for a complete roof replacement on the 10,000 sq ft historic police station to resolve chronic leaks and preserve architectural character while improving energy efficiency.”

Avoid vague terms like “roof repairs.” Start your document with a concise project overview.

2. Provide Detailed Specifications

Precision reduces ambiguity and improves bid quality—especially for technical work like commercial roofing.

Include:

• Project size, current roofing type (e.g., asphalt shingle, metal), and preferred materials (e.g., TPO, PVC).

• Site challenges (access issues, historic requirements).

• Performance standards (warranties, Kentucky Building Code compliance, R-value for insulation).

• Clear timeline with milestones.

  
  

Example: “The project replaces a 10,000 sq ft flat roof at the city pool facility with single-ply PVC membrane and upgraded insulation to meet current R-30 standards. Completion required by Memorial Day 2026 to coincide with seasonal opening.”    3. Emphasize Qualifications and Experience

Specify required expertise to filter for proven vendors.

For RFQs: Years in public projects, manufacturer certifications, references from Kentucky municipalities.

For RFPs: Request 3+ examples of similar public-sector roofing or infrastructure projects completed in the last 5 years.

4. Additional Best Practices

• Clear Submission Requirements — Digital PDFs preferred; list exact sections, deadlines, and a single point of contact.

• Transparent Evaluation Criteria — Example weights: Technical approach (60%), Cost (15%), Experience (15%), Timeline (10%).

• Budget Transparency — Share ranges or sources (e.g., “$450,000 funded via CDBG grant”).

• Encourage Questions — Set a Q&A deadline and host mandatory pre-bid site visits.

• Leverage Local & Cooperative Purchasing — Note preference for Kentucky vendors; consider co-ops for vetted options.

• Consult Experts Early — Work with qualified contractors like Woodall Roofing during drafting for realistic specs.

Bringing It All Together + FAQ

A strong RFP or RFQ reflects your municipality's professionalism and commitment to quality outcomes for Kentucky residents.

Quick FAQ:

• What’s the main difference between RFP and RFQ? RFP focuses on detailed proposals and pricing; RFQ emphasizes qualifications first.

• Should Kentucky cities disclose budgets? Yes—a range encourages realistic, competitive bids.

• How can we improve our next municipal RFP? Start early, include detailed specs, and consult experts.

  
  

At Woodall Roofing & Exteriors, we specialize in public-sector projects across Kentucky. Contact us today for a free consultation or RFP/RFQ review—we're here to help your city build stronger, more resilient infrastructure.

Ready to partner on your next project? Reach out via our website or call us at 270.761.7663!