What a Professional Review Actually Takes
A complete proposal requires the detailer to review all drawings, count sheets and drawing types, assess connection design complexity, evaluate BIM requirements, build a schedule, and price revision allowances. For a mid-size commercial project, that is a 4–8 hour exercise for an experienced project manager. For a large industrial or complex mixed-use project, expect 1–2 days. Proposals that come back in under 2 hours for complex projects were not priced from the documents you sent.
Reasonable Response Windows
Professional detailing firms typically commit to responding within 3–5 business days for standard commercial projects and 5–7 business days for large or complex scopes. If you need a faster turnaround due to award deadline pressure, communicate that upfront — most firms can prioritize a proposal review if they know why.
What a Complete Proposal Includes
A proposal worth evaluating should clearly state: the scope included, specific exclusions, connection design responsibility, the software platform, deliverable list, schedule with milestone dates, revision allowances, and price. A single-number price with no assumptions attached is not a proposal — it is a number you cannot hold anyone to.
Red Flags in the RFQ Response Process
Experienced fabricators learn to read proposal behavior as a leading indicator of how the firm will perform during execution. Red flags in the response process include: a proposal returned within hours for a complex scope without any clarifying questions; a price with no scope inclusions or exclusions; a schedule that does not show the EOR review cycle separately from the detailing phase; and a proposal that does not mention connection design responsibility. Each of these indicates the firm either did not read the documents or deliberately omitted assumptions to appear cheaper than competitors.
- No scope exclusions — every scope item is assumed included, which is impossible to price accurately
- No revision allowance stated — the firm will absorb all revisions or issue undisclosed change orders
- No schedule for EOR review — the detailer is presenting only their own production time, hiding the true project duration
- Unusually fast turnaround with no questions — the proposal was built on assumptions, not document review
- No named project manager or point of contact — relationship accountability is absent from the proposal
How Urgency Should Change Your Evaluation Criteria
When fabrication timelines are compressed and you genuinely need a proposal in 24 hours, the evaluation criteria shift. You are no longer evaluating a complete and thorough proposal — you are evaluating the firm's ability to make a fast, informed commitment. Ask for a ballpark fee range and a preliminary schedule with stated assumptions, and accept that the final proposal will follow within 3–5 days. A firm that can give you a defensible range in 24 hours based on a real document review is more valuable under pressure than one that gives you a precise number they cannot justify.
Following Up on an Unanswered RFQ
If you have not received a response within the stated window, a single follow-up email is appropriate. If there is still no response, the firm is either overbooked, disorganized, or not interested in the project — none of which are qualities you want in a production partner. Most professional detailing firms acknowledge receipt of an RFQ within one business day even if the proposal requires more time. An acknowledged RFQ with a stated return date is the minimum professional standard. No acknowledgment within 24 hours of submission is a signal worth taking seriously.
Comparing Proposals Accurately
Once proposals are received, compare them against the same criteria: scope inclusions and exclusions, connection design assumption, revision allowances, software platform and deliverables, schedule assumptions and milestone dates, and fee. A proposal that appears 15% cheaper may be excluding connection design, limiting revision cycles, or assuming a longer EOR review window. Compare the fully loaded cost of each proposal — including likely change orders based on what is excluded — before making an award decision. The cheapest proposal and the lowest-cost project are rarely the same thing.