In the world of government contracting, one of the most common documents you’ll encounter is an Request For Proposal (RFP). But, what is an RFP, and why is it critical to proposal and contract teams. We’re here to get you up to speed and help you understand the process end to end. Including how you can streamline your proposal response process and increase your chances of a win.
What is an RFP?
Government agencies or departments typically issue an RFP when it’s giving serious consideration to purchasing a product or service. RFPs can also be issued by large enterprises, but it’s mostly the domain of public bodies.
For government agencies, it’s a way to ensure fair competition and transparent evaluation. For contractors, it’s an opportunity to showcase your expertise, innovation, and value. Responding effectively to RFPs can make the difference between landing a government contract or missing out.
If you haven’t bid for government work before, here are important terms to understand:
RFP issuer
This is the organization that has published the request, sometimes known as the contracting authority. The issuer will evaluate proposals and either select a vendor outright or develop a shortlist.
RFP responder
This is the company that’s replying to the request. Also known as the vendor or contractor, the responder may complete the proposed work either on its own or with the help of subcontractors.
RFP response
If you are a company that’s replying to an RFP, your response is your detailed proposal for how you will fill the requirements laid out. An RFP response can be lengthy. It must be complete, compelling, and compliant with every requirement specified. If not, it may lose points during the scoring process.
RFP shredding
This is a close analysis of the RFP in which you identify all elements that the issuer wants in the response. Shredding is an important step in a well-planned process. You can shred an RFP in minutes using automation software like VT Docs.
Save time in preparing a response
The issuer may publish the RFP just a few weeks before the deadline by which it expects responses. This is why it’s important to:
- Prepare a library of materials that you may need
- Have a team of people across roles (solution design, financial, HR) who can contribute to the proposal
- Use automation tools where possible to save time and increase the quality of your response
One of the biggest timesavers of all can be getting a look at an RFI (Request for Information) or a draft RFP before the government publishes the final. If your sales teams are close to their government customers, they might be the first to hear when a draft is due. Vendors who are known to the issuer may also be invited to make a response.
Not all RFPs will issue a draft first, however. Not all RFPs issuers will offer an RFI for the same project. That’s why it’s essential to streamline your process. This will help you to increase your chances of meeting the deadline with a complete, realistically priced, professional proposal.
Other procurement terms
Before we go too much further, you should not confuse RFP with RFI or RFQ. It’s easy to get confused when making your first journey into the world of public procurement. So be sure to see a fuller explanation here of the differences between RFP, RFI and RFQ.
RFP examples across industries
Whether you are new to the world of RFPs or have been bidding for government work for some time, it can be useful to consult previous examples to increase your knowledge base and become familiar with common procurement terminology.
Consulting Services – Center for Planning Excellence, Louisiana
This is a good example of an RFP that explains the issuer’s background business pain. In this case, a lack of zoning controls and coordinated development. It’s important to seek out any description of the customer’s challenge and their previous efforts to address that pain. Let that guide your proposal as you write your response. Interestingly, the organization only issued this RFP to a shortlist of four consulting firms which they chose following an RFQ (request for quotation).
Aerospace – NASA SEMAA Project (Science, Engineering, Mathematics, Aerospace Academy)
This request for proposal includes an excellent example of a clear outcome statement. The subject of the RFP is the establishment of two new sites for the Academy. The Academy aims to inspire a more diverse student population to pursue careers in STEM-related fields. They listed the five desired outcomes for the project early on, and the same clarity runs right through the RFP. It includes strict instructions about the contents and formatting it expects in every response.
IT Services – Buffalo County, Wisconsin
Issued by a county serving some 14,000 people, this request for proposal is for IT Services. It reveals how critical IT infrastructure is to the county, including its requirement for technical support and cybersecurity services. There is little information about the overall business challenge. But the county does reveal that it wants a vendor who has experience in working with customers who have “significant technology challenges” and are transitioning to a well-planned technology strategy. The selection criteria urge responders to be creative in their proposals. This is typical of many RFPs where issuers are open to new ideas. It’s a chance for RFP responders to show their experience and ability to offer imaginative solutions.
The role of automation software in improving your RFP response
Now that you understand what an RFP is and have reviewed some examples, it’s time to look at the value of your response process. Developing an efficient, repeatable response process will improve your chances of securing any contract. RFPs vary in how readable and understandable they are. But automation software like VT Docs makes it easier for you to find, understand and develop a compelling proposal for the RFPs you’re able to win.
Qualify RFPs before you respond
VT Docs allows you to make faster bid/no bid decisions based on the contents of the RFP as they compare to your core capabilities. It means you don’t waste time writing proposals that are not a good match for your skills.
Shred an RFP in minutes
VT Docs takes just minutes to generate the compliance matrix. This is something you’ll need as you start to assign the right sections of the document to the correct people on your team.
Keep win themes in focus
Win themes are the key reasons your organization should win this bid. VT Docs helps ensure that your win themes are consistent and aligned across your proposal; no matter how many team members are collaborating on your RFP response.
Even if you’re new to government contracting, you’re more likely to win a lucrative contract when you streamline your RFP process.
Key Components of an RFP
Understanding what is an RFP involves knowing its key sections:
- Statement of Work (SOW): Details the tasks, deliverables, and expectations.
- Submission Requirements: Guidelines for format, deadlines, and documentation.
- Evaluation Criteria: Specifies how proposals will be assessed, often based on technical merit, price, and past performance.
How to Respond to an RFP
When responding to an RFP, contracts managers must closely review every section to ensure compliance. Pay attention to evaluation criteria, deadlines, and submission formats. Tailor your proposal to demonstrate a deep understanding of the agency’s needs and how your solution fits their requirements.
Conclusion
Understanding what is an RFP is essential for any government contracting professional. It’s more than just a document—it’s the key to securing contracts and growing your business in the public sector. By mastering the art of responding to RFPs, you can position your company for long-term success in government contracting.
