Request For Proposal (RFP): Everything You Need To Know About It

In the government contracting space, you’ll probably hear many people say the key to winning contracts is to respond to Request for Proposals. Well, guess what? If you don’t understand what you’re responding to, if you don’t understand the evaluation criteria, if you’re not even prepared to actually execute the work, then what’s the point of responding to the RFP? With that said, I’m going to break down everything you need to know to respond to your next RFP correctly. 

What are RFP’s? 

When an agency has money to buy something, they ask for help. They write down what they need in a special document called a request for proposal, or RFP for short. 

The agency sends out their request to businesses and basically asks, “Can you provide what we're looking for?” If a business can help, they need to answer by a certain day, usually by sending a document in an email or as a file. 

If a business can help, they need to answer by a certain day. They usually send their answer in a special type of file, like a PDF or a Word document.

You can find chances to work with the government in a few places online. One is SAM.gove. Another is NECO, which works with the Navy, and there's also Unison. 

Deadlines 

When you find a government job that you’re interested in, the first thing to check is when you need to answer them by. If the deadline is really soon, like less than two weeks away, that can be a warning sign. It may mean they already have someone else in mind for the job. But if you still want to try, you can. You can actually ask them for more time to prepare your response. I usually only choose jobs that give me at least two weeks to respond because that gives me enough time to do a good job on my answer. It’s very important to have enough time so you can do your best.

Evaluating and Responding to RFPs 

When I first look at an RFP, I see who it's for. I also see where the person in charge is located. Then, I dig into the documents they've attached. Sometimes there’s only one or two, but other times there could be up to 20! The first thing I go for is the document that explains the job they need done and how they decide who wins the contract. This is super important!

I use a shortcut on my computer, CTRL or Command F, to quickly search for specific things in the documents, like a security clearance, to do the job. Also, if they need resumes for everyone or special experience, like 15 years with the FBI, I check to see if I can meet those requirements.

Sometimes, all they care about is finding the cheapest option. If that's the case, I have to think really hard about whether I can offer what they want at the lowest price. Before I start writing anything, I make sure I understand all these rules and what they're looking for. They'll usually clearly spell it out in the documents.

If I'm not sure about something or need more details, I ask questions. You have to understand everything perfectly if you want a chance to win. And you need to do this before the deadline.

Asking the Right Questions 

One big question to always ask is, “Is there an incumbent?” That means, “Is there already a company doing this job?” If yes, find out their name and the contract number. 

Now, you wouldn't ask about the incumbent if you're already the one doing the job, of course! Knowing if there's an incumbent can help you understand more about the job and if it’s worth competing for it. You can use websites like SAM.gov or GovTribe to get more info about the current company in charge, which helps you make a good decision about whether to bid or not.

Also, when asking questions, don't give away your strategy, simply stick to finding out what you need to know. Follow their rules on how to submit your questions - whether it’s in a Word doc, PDF, or a specific form. Please don’t ignore their rules. If they say to use a Word document with Times New Roman, 12-point font, then do exactly that.

From my own experience, doing things your way without following their guidelines doesn’t work. I learned this the hard way when I bid on a lot of opportunities without really understanding what they wanted.

When an RFP (Request for Proposal) says a vendor must be “within a 30 minute drive” from a place, it's a bit unusual. Usually, they talk about miles, not minutes. 

This may indicate they already have someone in mind because travel time can change a lot with traffic. Also, if they use special words like “lead consultant” in the RFP, it could be a clue. The term may be something only the current contractor knows, suggesting the RFP is set up for them.

Sometimes, an RFP could mention a specific training course or software that only one company provides. These are signs that the RFP may be rigged or basically set up to favor someone who is already working there. When I see things like this, I often choose not to compete because the chances of winning may be really low. 

You don't always have to give up, but it's important to notice these clues and make smart choices. From my experience of over ten years, paying attention to these little hints in RFPs is very important.

Staying Focused 

One big thing you need to do during this whole process is to stay super focused on your chance to win a contract. Make sure you’re signed up to get any updates and always check for questions and answers they post. 

You can find these on SAM.gov or they may email them to you. Ready for a mind-blowing fact? Answers they give in the Q&A become part of the rules. So, if they say you don't need to include a resume for every position, then you don’t have to. But if they say you do, then you must include them.

For example, if they change their minds and say they only need three people instead of five for a job, you have to update your papers to show that change. If they say the training could be in person, online, or a mix of both, your papers need to show you know that. It proves you’re actually paying attention and understand the updates. 

You need to keep an eye on these updates, even if they come a day before the deadline. Don’t be afraid to ask if you’re not sure if they’ve posted something new. 

Hopefully, you have a great understanding of Request for Proposals now. If you’re ready to continue learning about how you can become a GovCon Winner, then subscribe to my official YouTube channel now. 

Click here today to subscribe to my YouTube channel. 

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I’m the author of the newly released book “The GovCon Winners Way: How To Win Government Contracts Faster Than Trying to Do It Alone!” At 28, I was awarded my first 5-figure federal government contract. I own and operate multiple government contracting businesses and have over $50 million in federal government contract awards. Today, I’ve helped my students win over $3M in Federal Government Contracts in less than 6 months, and I’ll help you, too! 

-#EverythingIsPossible