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A Guide to Help You Win Your Next Federal Government RFP

What to expect from a federal government RFP

A federal government RFP – what is it and how can I win one?

This may be the question you’re asking yourself if you’re consider bidding as a viable way to grow your business. This blog will cover what exactly a federal government RFP is and tips on how to win.

What is an RFP?

An RFP is a Request for Proposal. It is a type of solicitation used by Contracting Offices (Cos) to procure a commodity. This is often either a good, service, or product. Other forms of solicitation include a Request for Quote (RFQ), Request for Information (RFI), and Invitation for Bids (IFB).

What are federal government RFPs used for?

Most federal government RFPs are for standard services, equipment, and products. This is including off, but is not limited to:

  • General-purpose suppliers
  • Building construction
  • Repair
  • Real estate
  • Vehicles
  • Maintenance
  • Services
  • Equipment
  • Network services
  • IT
  • Office space

You are able to find a federal government RFP across a number of sectors including construction, healthcare, and logistics.

What is the federal government RFP process?

An RFP invites a vendor to submit a proposal of how to deliver a contract.

A CO will release an RFP when they want to procure a good or service. Vendors who want to deliver the contract will then respond. Once submitted, their responses will be reviewed and marked. The contract will then be awarded to the best bid. 

GSA

The federal government issues government contracts and bid through the US General Services Administration (GSA). The GSA buys billions of dollars’ worth of commodities each year.

The GSA also advertises the federal bids and contracts both locally and nationally. The GSA is an advocate for businesses that are:

  • Small disadvantaged
  • Women-owned
  • HUBZone
  • Veteran
  • Service-disabled veteran-owned

GSA works with the SBA (Small Business Administration) to ensure smaller vendors have a chance in securing federal government RFPs.

Each federal agency sets its own specific set-aside goals with the SBA annually. For example, the Department of Defence and the Department of Education will have a different percentage from the other. This means there are plenty of RFPs available to respond to across all sectors.

What can I expect from a federal government RFP?

The federal government must adhere to the Federal Acquisition Regulations (FAR). The FAR sets a standardized set of regulations that are used to procure commodities in the public sector.

Typically, a federal government RFP is made up of 13 sections and each one is overseen by FAR. They are labeled by letters and are as follows:

  • A – Information to Offerors/Quoters
  • B – Suppliers or Services and Price/Cost
  • C – Specification/Statement of Work (SOW)
  • D – Packages and Marking
  • E – Inspection and Acceptance
  • F – Performance or Deliveries
  • G – Contract Administrative Date
  • H – Special Contract Requirements
  • I – General Provisions/Contract Clauses
  • J – Attachments/Exhibits
  • K – Representations, Certifications, and Statements of Offerors
  • L – Proposal Preparation Instructions and Other
  • M – Evaluation Criteria

You must read the whole document carefully (even if it’s 80 pages). There may be important qualifications or accreditations you need in order to qualify. If you don’t have them and still apply, you may not be eligible. That would be a great waste of everyone’s time and resources. This can easily be avoided by reading the documents properly.

Before you begin 

Before you start looking for an RFP, you should get everything together. This includes, but isn’t limited to:

  • DUNS number (to be found on the Dun and Bradstreet website)
  • NAICS code
  • Registering with SAM

You should have a pre-bid strategy in place when you start bidding for government contracts. Having strong governance is essential. You should be evaluating every opportunity you come across and make your decision whether to bid or not to bid.

Just because you meet the eligibility criteria doesn’t always mean that it’s the best idea to go for it. You should put together a few checklist points to help you determine whether it’s the right opportunity for your business. For example:

  • Is it financially viable?
  • Do you offer something unique/an innovative solution in the market?
  • Do you need to outsource any work?
  • Does your business have the ability to deliver the contract on paper?
  • Do you have the time?
  • Do you have any of the necessary qualifications or certifications required?

An RFP Consultant can help you with your bid or no-bid strategy if you’re unsure where to begin. They can even write the whole RFP for you, submitting it on your behalf. This is a great option if you’re new to bidding for public sector contracts.

Where can I find a federal government RFP?

Searching for contract opportunities can end up being half the challenge. The following are a good place to start.

Federal agency forecasts

Federal agencies will often procure the majority of their commodities at the same time each year. They spend two-thirds of their budget in July and August. So, it’s best to keep an eye out around this time. Although procurement notices are released year-round, this can help you plan time to respond.

SAM.gov

Federal bids and government RFPs that are available to vendors are listed on the beta.SAM.gov site. Government agencies are required to use SAM to advertise all contracts over $25,000. This is a good place to start when you want to search for federal government RFPs. This site also allows you to view previously awarded contracts which can be useful when preparing your RFP response.

Dynamic Small Business Search

The Dynamic Small Business Search (DSBS) is a database that government agencies use to find small business vendors. It is a website that’s maintained by the SBA. The information you provide when you register your business with SAM is uploaded to the DSBS. So, it’s important to create a company profile as it could lead to your business being contacted. The DSBS can also be used by small businesses to find other small businesses to work with.

GSA Schedules

If you’re wanting to conduct a federal government RFP search, looking at the GSA schedules can help. The U.S. General Services Administration (GSA) is a government agency that connects vendors with government buyers. If you secure a solicitation with the GSA, it’s known as getting onto the GSA Schedule. This means you’re approved to do business with the government.

To get in on the GSA Schedule, you may want to report for a Past Performance Evaluation from Open Ratings. This assesses your performance relative to other businesses in the same industry. It’s often required as part of the bidding process as a vendor. You must register and provide the names and emails of 6 – 20 of your clients to do this.

Need support writing your next federal government RFP?

Not got the time to write a winning federal government RFP response in-house? Don’t worry, we can help. We provide three bid and RFP writing support services. Here at Hudson Bid Writers, we’re experts in writing winning bids. We proudly hold an 87% success rate and have over 60 years of collective bid writing experience.

Our services

RFP Writing

Our RFP Writing service is the perfect solution to ensure that you submit a high-quality bid, even when you’re busy. Our writers will break down the solicitation documents, allowing you to see what the bid and the contract involves. This will help to ensure that you have all the specified evidence and meet the requirements of the contracting authority. Our RFP Writers will then craft persuasive, high-quality responses, attach supporting evidence and even submit the bid on your behalf. Upload the solicitation documents for a free quote.

RFP Mentor

Have you already written a bid but need a second pair of eyes to review your work? Our RFP Mentor service will do just that. Simply send over your bid responses and the solicitation documents. Our writers will then assess your work, ensuring that your responses are in line with the specification. They will also check for any spelling or grammar errors. You can then submit your bid with confidence. Upload your work for a free quote.

Proposal Ready

Do you need help with preparing a bid proposal? Proposal Ready can help businesses that are new to bidding for contracts or those in need of rejuvenating their content. Our Bid Consultants will create:

  • 3 designed and company branded case studies
  • 5 company branded and professionally designed resumes for key personnel
  • 1 company branded bid proposal credentials document that can be used to respond to future RFPs.

Find more helpful tips and advice in our blogs. We cover topics including:

 

All information and data on this blog site are for informational purposes only. Hudson Outsourcing LLC makes no representations as to accuracy, completeness, suitability, or validity, of any information. Hudson Outsourcing LLC will not be liable for any errors, omissions, or any losses, injuries, or damages arising from its display or use. All information is provided AS IS with no warranties and confers no rights.

Hudson Outsourcing LLC will not be responsible for any material that is found at the end of the links that may be posted on this blog site. 

Because the information on this blog is based on Hudson Outsourcing LLC’s own opinion and experience, it should not be considered professional financial investment advice. The ideas and bidding strategies should never be used without first assessing your own personal and financial situation, or without consulting a financial professional. Hudson Outsourcing LLC’s thoughts and opinions will also change from time to time as the market changes and as Hudson Outsourcing LLC develops.

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