Responding to a Request for Proposal

• February 10, 2009
• by ServeNow Staff
• Business Tips

Part 3 of 3: If you are going to respond to an RFP for a government contract, put together a winning proposal.

Once you identify a contract that has the potential to benefit your company, your next step is preparing the response to the RFP. If you want to reap the benefits of government work, you will need to set aside time for a thorough and articulate response.

Before formulating your proposal you should take the time to re-read the RFP very carefully. Here are some things to keep in mind while you are doing this that can help you put together a winning proposal:

Understand the agency’s needs and address them.

Nearly all RFPs set aside a Q&A period for potential bidders to get clarification on anything that is vague. While reading through the RFP, make a list of all the questions you need to be answered. Some RFPs also have informational meetings where you can speak with the agency in person. If this if offered, take advantage of it.

You will also want to get a verbal understanding of their needs. Find out what problems they have had with past service providers and address these problems in your proposal. Explain how your company can remedy these issues by offering potential fixes.

Taking the time to really understand the needs of the government agency and speaking with the decision makers in person can help put your application ahead of the pack.

“For my organization, it is important for the process server to give a range for each area where papers may be served,” said Frank Veloza, senior buyer for the New York State Administration for Children’s Services. “For example, $35-$45 for county A, $45-$55 for county B, etc.”

“We don’t want to have to incur additional fees for fuel or mileage. This should be built into your bid. Bid at a range which you can perform your job and stay in that range. We don’t want the process server to lose money, but we don’t want any surprises either,” added Veloza.

Format your response properly

Most RFP's clearly outline what should be included in your response as well as detailed information on how the response should be formatted. Those who are awarding the contract are looking for diligence and attention to detail. If you fail to format your response according to the RFP's requirements you may not be considered for the contract.

In general, most responses to an RFP range from 25 to 50 pages. They include an executive summary (an overview of your strengths related to the specific job), an introduction, a detailed proposal, a pricing schedule and an overview of your company’s experience. If warranted, adding an appendix with graphics and flowcharts to make your ideas more clear can help.

Build Relationships

After you submit your RFP, follow up with the awarding office to make sure your response has been received. Hopefully, by this point, you will have built a relationship with someone in the office by taking advantage of the Q&A period and attending pre-bid conferences.

Establishing a rapport can help you demonstrate your understanding of the customer and your commitment to the project. Show them you would make a good partner and you will increase your chances of winning while avoiding competing and losing on price.

Even if you don’t win this contract, the relationships you build will help with the next opportunity.

One final word of advice from Mr. Veloza: “If you have been awarded a contract, it is important to be patient – it takes time for the contract’s budget to be approved and for the registration of the contract to take effect.”

Also see:

Part 1: The Benefits of Securing Government Contracts

Part 2: Determining which contracts are right for your company