Energy RFP Guide: What to Include in Your Request for Proposal

Is This Energy RFP Guide Right For You?

If you're responsible for energy procurement, you're in the right place. Here are a few quick questions to help you decide if this guide is right for your organisation:

If you answered ‘yes’ to most of the above, this guide was written for you.

We have designed it to help organisations like yours run an efficient, strategic RFP process — one that attracts the right suppliers, delivers competitive proposals, and supports your commercial or sustainability goals.

Choosing to go through Love Energy Savings means you can bypass dealing directly with suppliers, and we'll handle everything for you. You’ll receive impartial advice and access to the best suppliers tailored to your specific needs. This includes great supplier relationships between our experts.

How To Get Started On An Energy RFP For Successful Energy Procurement

Issuing an Energy RFP (Request for Proposal) can feel daunting, especially as energy markets become more complex and sustainability targets become more important. Whether you're procuring electricity, gas, renewables, or energy management services, a clear and comprehensive RFP is essential for securing the right supplier and the right deal.

At Love Energy Savings, we manage the entire RFP process on your behalf, ensuring you receive competitive, transparent bids that align with your organisational goals.

Here’s your go-to guide for what we include in a well-structured energy RFP, helping our customers attract the most suitable, competitive, and capable energy partners — all with minimal effort on your part.

1. Introduce Your Organisation and Objectives

Our initial consultation will help us shape your proposal, starting with the following:

• Who you are: Brief overview of your business or organisation
• Why you’re issuing this RFP: Are you switching suppliers, consolidating sites, or going green?
• What do you need? - Electricity, gas, on-site generation, net-zero services?
• Timeline: Include key dates such as submission deadlines, decision dates, and contract start.

At Love Energy Savings, we’ll gather all the necessary information and make sure your RFP reflects the right context to attract the best proposals, saving you time and effort.

2. Define the Scope of Services (e.g. Multi-site energy use)

As part of our initial consultation, we would like you to be specific about what exactly you require:

• Type and volume of energy needed
• Number and location of sites
• Duration of the contract
• Any existing infrastructure or agreements
• Flexibility for future growth or site changes

We’ll help you define your scope accurately, ensuring that the proposals you receive are tailored to your needs.

3. Tell Us Your Technical Requirements

This information helps suppliers understand your operational needs:

• Site consumption data or half-hourly load profiles
• Metering requirements
• Renewable or green energy expectations
• Grid connection or capacity details (if applicable)

We’ll compile this information and ensure that your RFP includes all the technical specifications needed to attract the right suppliers.

4. Outline Commercial Models, Pricing, And Cost Treatments

Pricing structures will vary, so having clear expectations will help us negotiate with suppliers:

• Pricing plans
• Billing format (e.g. consolidated, site-level, monthly/quarterly)
• Payment terms
• Non-commodity cost treatment (DUoS, TNUoS, etc.)

We’ll guide you through clearly stating your pricing preferences to ensure you receive comparable and competitive bids from suppliers.

5. Set Supplier Expectations

You want experienced, reliable partners, so we will make sure your RFP asks for:

• Relevant experience and case studies
• Financial standing and insurance details
• Any industry accreditations or Ofgem licensing

We ensure that your RFP asks for the right supplier qualifications, so you can focus on the results, not the vetting process.

6. Ask About Sustainability and Net-Zero Consulting

We understand that sustainability and social value are important for today's businesses. Here are the parts we will ask you about:

• Carbon neutrality or net-zero options
• Renewable sourcing and reporting
• Environmental or ESG credentials
• Support for community or social impact (especially if you’re a public sector body)

We’ll ensure your RFP clearly outlines sustainability expectations and includes factors that can be weighted in your evaluation.

7. Clarify Contract Terms

Outline your key commercial and legal requirements for us to negotiate with suppliers on your behalf:

• Length of contract and renewal terms
• Termination rights and notice periods
• SLAs or performance metrics
• Dispute resolution process

We will make sure your RFP clearly states your contract terms, providing a solid foundation for supplier negotiations without you needing to handle the intricacies directly.

8. Explain Your Evaluation Process

This will help us explain to suppliers how you’ll assess them:

• Evaluation criteria and weightings (e.g. 60% price, 30% service, 10% ESG)
• Minimum pass marks for key areas
• Any interview or presentation stages

We help you set up a clear, straightforward evaluation process, reducing the back-and-forth and making it easy for you to choose the best supplier without getting bogged down in unnecessary discussions.

9. Provide Submission Instructions

Here’s the process we will build with you:

• Proposal format and structure
• Contact for questions or clarifications
• Submission method (e.g. email, online portal)
• Deadline and any post-submission timelines

A clear process keeps everything on track. We handle the submission and communication, so you don’t have to worry about managing the logistics.

10. Include Helpful Appendices

This will help us with supporting supplier understanding and accuracy:

• Site list with addresses and meter numbers
• Energy consumption data or bills
• Technical drawings or specs (if needed)
• Contract templates or terms and conditions

We will compile all the necessary appendices for you, ensuring that suppliers have everything they need to submit accurate proposals.

Final Thoughts On Energy RFPs

A well-prepared energy RFP saves time, improves supplier engagement, and results in better offers. By being clear on your needs, expectations, and evaluation, you’ll be better placed to secure competitive bids that align with your operational goals and sustainability targets.

Choosing to go through us will give you an added layer of assurance that you’re working with experts who are focused on getting you the best results, without the pressure of direct negotiations or managing the RFP process yourself.

Need help preparing your energy RFP for energy procurement?

We will draft your brief, review supplier responses, and manage the full process on your behalf, to run through with you before you sign anything. If you think there’s anything else you would like to add to your business case, please let us know, and we will do our best to accommodate it.

By partnering with Love Energy Savings, you can focus on your core operations while we ensure you’re making the best energy procurement decisions with the most competitive proposals from trusted suppliers.