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A key part of winning business in any market is drafting a strong and effective proposal. They may not all look the same, or are sometimes called by different names across industries, but the goal is always to win the reader over. But how exactly do you accomplish that? Requests for Proposals (RFPs) are a key part of your government contract, and while there's an entire rulebook on how to reply to them (the Federal Acquisition Regulation), there are some unspoken rules contractors should follow.
Your response to the RFP needs to be highly detailed and precise, as RFPs are considered formal requests that could result in contract award. However, this is is easier said than done. There are a number of common mistakes that contractors fall into as they hunt for government contracts. Here are 5 common mistakes and how to avoid them.
1. Not Researching Customers and Competitors
Before responding to the RFP, your team should have an understanding of the requirements and environment that the RFP is being released into. Is there an incumbent contractor, and if so, what is their pricing? What are they offering that you could improve upon? In addition to the incumbent, who are your competitors in this area, and what are their solutions and pricing?
USASpending.gov and SAM.gov both have extensive information on contract awards by specific solicitation, agency, or competitor. Now the the Federal Procurement Data System (FPDS) is transitioning fully over to SAM, you can find a lot more award search information there. It’s important to consider all aspects of your competition including cost, capability, relationships with other customers, and contract history.
It's also important to learn about the government customer releasing the RFP, including their mission, pain points, and which companies they've worked with in the past. This might be an obvious tip, but we can't stress it enough. Use this research to map your solutions to their needs. This helps to differentiate your response, allowing you to stand out from your competitors.
2. Not Responding to the Request for Information (RFI) or Not Attending the Industry Day
An RFP often starts well before the final draft is released. Some companies choose to strategically ignore Requests for Information (RFIs) or Sources Sought Notices (SSNs) because they don’t want the public to know which solicitation they’re pursuing. This is not a great strategy.
Reviewing and participating in the market research process gives your company an advantage over competitors’ proposals. These RFIs and SSNS are an opportunity to get your foot in the door and potentially shape proposal requirements in your favor.
If there's an upcoming Industry Day for the RFP (often offered virtually as well), we suggest you attend. Industry Days give you the opportunity to learn key information about the RFP, ask questions, get face time in with the key decision makers, and scope out your competitors.
3. Failing to Follow RFP Guidelines
RFP guidelines are similar to your high school English teacher's rules for a paper. Times New Roman, 12 pt. font, 1 inch margins. You may think I'm kidding, but I'm not. Many RFPs outline specific instructions for the response which includes font size, margins, length, etc. It's important you review these before you submit because you don't want your proposal to be thrown out for something so trivial.
To do this, you'll need to pay special attention to Section L (RFP instructions) of a solicitation. It may not always be labeled L, but will be called something related. It's important to review this section and make sure your response is not only following the specifics but your language mirrors the "must" and "shall" statements, addressing all of them.
4. Not “Teaming” Early Enough
Occasionally, you may see an RFP that is relevant to most of your company’s solution and is a great opportunity, but there are some requirements you just can’t meet. This doesn’t necessarily mean you have to toss the solicitation out. By forming a Contractor Teaming Arrangement (CTA) with other GSA Schedule holders, contractors can offer a complete solution to meet an RFP that neither partner would be capable of performing on their own.
However, developing team relationships takes time to build. Finding a company to team with means vetting them, ensuring that their offerings complement yours, so it’s important you start looking for total solutions as early as you can. Remember, if you are awarded the contract, your team is evaluated as a complete unit. You want to make sure that your teammates can deliver on their commitments, and you are able to deliver on yours.
5. Forgetting to Update Your Contract First
Many companies forget that they need more than just their RFP response to be strong. Don't forget about your contract! Something like outdated pricing, product information, an old Point of Contact (POC) or address could throw a wrench in your plans. No one likes to buy from a supplier on Amazon that has old photos and wrong information on pricing and specifications. Government buyers are no different. It's important you are tracking necessary contract modifications and information throughout the life of your contract so when a great opportunity comes along you are positioned to go after it.
Are You Ready to Respond to Your Next RFP?
Responding to a government agency’s Request for Proposal (RFP) can be a daunting task, especially for those that do not have a background in drafting and responding to these types of requests. Even if you think you have the best price and offerings, the government doesn't know until you put in the effort to put your company out in front of them. Contracting Officers will be sifting through a lot of proposals before they get to yours, don't let something like wrong formatting, irrelevant information, or a wrong address set you back.
At Winvale, our years of experience consulting and responding to RFPs through our own GSA MAS contract puts us in a unique position to help you and your organization meet and exceed the government’s expectations. If you would like to learn more about Winvale’s GSA Schedule management services, please reach out to us.
