Key takeaways
- Decide go or no-go early: bid when you know the agency, meet the requirements and can compete on the evaluation criteria.
- Build a compliance matrix that maps every requirement to where your response answers it.
- Use the question period. Clarifications are often published to all bidders and can shape the competition.
- Write to the evaluation criteria, in the order and format the solicitation asks for, and submit early.
RFIs, RFQs and RFPs
| Document | Purpose | Leads to a contract? |
|---|---|---|
| RFI (request for information) | Market research before the agency decides what or how to buy | No |
| RFQ (request for quotes) | Prices for a defined product or service, often below formal thresholds | Yes, usually to the lowest acceptable price |
| IFB (invitation for bids) | Sealed bids for clearly specified requirements | Yes, to the lowest responsive, responsible bidder |
| RFP (request for proposals) | Proposals scored on price and non-price criteria | Yes, to the best value under the criteria |
Make a go/no-go decision
Proposals take real time. Before you start, ask:
- Did we know this was coming, and have we talked with the agency?
- Do we meet every mandatory requirement, including experience, insurance and certifications?
- Can we score well on the evaluation criteria, not just on price?
- Who else is likely to bid, and is there an incumbent?
- Can we deliver profitably at a competitive price?
RFPs you learn about only when they're posted are usually harder to win. That's why tracking buying signals and contract expirations matters.
Build a compliance matrix
Read the full solicitation, including attachments and addenda. List every requirement, instruction, page limit, format rule and required form in a table, and map each to the section of your response that addresses it. In federal solicitations, the proposal instructions and evaluation factors are often in Sections L and M. A missed form or signature can make an otherwise strong proposal non-responsive.
Use the question period
Submit clarifying questions by the deadline, through the official channel. Answers are often published to all bidders as addenda, so ask questions that help you, and read every addendum. After release, talk only to the designated procurement contact.
Write to the evaluation criteria
- Follow the structure exactly. Use the agency's section order and headings so evaluators can find answers.
- Answer how, not just whether. Explain how you'll meet each requirement, with specifics.
- Prove it. Use references and results from similar agencies.
- Lead with benefits to the agency, tied to its stated goals.
- Keep it readable. Short paragraphs, clear headings and plain language help evaluators score you.
Price carefully
Use the required pricing form and format, and make sure pricing matches your technical scope. Don't add conditions or exceptions unless the solicitation allows them; exceptions can make a bid non-responsive.
Review and submit
- Do a final compliance check against your matrix.
- Gather signatures, notarizations and required forms.
- Submit early. Portals can be slow near deadlines, and late submissions are usually rejected.
- Save confirmation of submission.
Responding to an RFI
An RFI is a chance to help shape what the agency buys. Answer the agency's questions directly, explain your approach and options, share relevant experience at peer agencies, and point out requirements that could limit competition or raise cost. Keep it concise, and follow up with a conversation if the agency allows it.
After the award
Win or lose, request a debriefing or the evaluation results where available. Scores and comments show how evaluators saw your proposal and help you win the next one.
How KSG helps
The best proposals answer RFPs you saw coming. Kensington Sales Group starts conversations with agencies well before solicitations are written. See our B2G lead generation service.