What is an RFP

Responding to a government RFP can feel overwhelming, especially if you’re new to federal contracting. But once you understand the structure, you’ll be better equipped to prepare a compliant, competitive proposal.

What is an RFP?

A Request for Proposal (RFP) is a formal document issued by a government agency when they need to procure goods or services. It outlines exactly what they need, how they’ll evaluate offers, and how vendors should respond.

RFPs are typically used for complex projects—ones where the government needs more than just a simple quote. They want detailed plans, timelines, qualifications, and pricing.

Common Sections of a Government RFP

Here’s a breakdown of the key components typically found in an RFP:

1. Cover Page and Solicitation Overview

This section includes:

• Solicitation number

• Issue and due dates

• Contact information for the contracting officer

• NAICS code and set-aside designation (e.g., small business, SDVOSB)

• Method of procurement (e.g., full and open competition, GSA schedule)

Tip: Make note of the due date and any pre-proposal conferences or submission instructions.

2. Statement of Work (SOW) or Performance Work Statement (PWS)

This is the heart of the RFP.

It details:

• What the agency needs

• Scope of the work

• Expected outcomes or deliverables

• Technical and functional requirements

• Period of performance and locations

Tip: Read this thoroughly to understand what your company will be expected to do—and how success will be measured.

3. Instructions to Offerors (How to Submit)

This section tells you how to format your proposal and what documents are required.

It usually includes:

• Volume structure (e.g., Technical, Past Performance, Price)

• Formatting rules (font size, margins, page limits)

• Submission method (email, portal, paper)

• Proposal deadlines

Tip: Follow instructions precisely—non-compliant proposals are often rejected automatically.

4. Evaluation Criteria

Here the agency outlines how your proposal will be scored.

Evaluation may be based on:

• Technical approach

• Past performance

• Staffing plan or key personnel

• Price reasonableness or cost

• Small business participation plan

They will often use specific scoring methods like Best Value Tradeoff or Lowest Price Technically Acceptable (LPTA).

5. Contract Clauses and Legal Terms

This includes:

• FAR (Federal Acquisition Regulation) clauses

• Payment terms

• Compliance requirements (e.g., cybersecurity, data protection, reporting)

• Insurance and bonding requirements

Tip: You may need legal or compliance support to review this section.

6. Attachments and Exhibits

These might include:

• Pricing tables or templates

• Past performance forms

• Maps, floor plans, or diagrams

• Additional specifications

Always double-check that you’re submitting all required attachments—filled out correctly.

Bonus: Other Terms to Know

• Q&A or Amendment Section: Agencies may release updates or answer questions after the RFP is posted. Always check back.

• Pre-proposal Conference: Often optional, but great for asking clarifying questions in person or via webinar.

• Contract Type: Fixed-price, cost-reimbursement, time-and-materials, etc.—each has different risk/reward implications.

Final Thoughts

Understanding the structure of an RFP is the first step to winning government business. Don’t let unfamiliar formats or long documents scare you off. With the right systems, templates, and checklists, your team can confidently pursue—and win—more opportunities.