When time is limited, it is essential to decide quickly whether to pursue the opportunity. Below are key steps to help you effectively review an RFP and plan your response.

1. Initial Read

Before committing to submitting a proposal, ask yourself:

• Do you meet all mandatory requirements?
• Can you realistically deliver within the proposed timeline and budget?
• Do you have at least a 50% chance of winning?

If your probability of success is low, you may choose to pass. However, keep in mind that gaining experience through bidding can also be valuable. Carefully read the entire RFP document to fully understand the requirements before making your decision.

2. Timeline and Schedule

Identify and highlight all key deadlines, including submission dates and deadlines for submitting questions. Conduct an initial review to extract critical information. Time management is essential, and proposers must adhere to all stated deadlines. Focus on key sections of the RFP, such as:

• Scope of work
• Timeline and deadlines
• Evaluation criteria
• Compliance requirements
• Submission instructions

Create a checklist to track all requirements throughout the proposal development process. If clarification is needed, submit questions before the designated Q&A deadline.

3. Selection Criteria

Identify the evaluation criteria so you can tailor your proposal accordingly. Take time to understand the evaluation process in detail, as agencies review proposals based on how well they respond to their needs and requirements. Proposals that meet minimum qualifications typically move forward for further evaluation. Technical proposals that are not deemed responsive may not be considered by the evaluation committee. To strengthen your approach, ask yourself – “What does a ‘winning’ response look like from the perspective of the evaluation committee?” Align your content, messaging, and evidence of past performance to reflect those expectations.

4. Scope of Work and Deliverables

Carefully review the scope of work to identify key tasks and required deliverables. Pay close attention to major milestones, timelines, and any specified performance expectations. Ask yourself:

• What are the core tasks and deliverables?
• What are the key milestones and deadlines?
• Are there specific staffing requirements or required expertise?

Break down the scope into manageable components and assess whether your organization has the necessary resources and capacity to execute successfully. If any requirements are unclear, submit questions within the designated Q&A period. Also, identify potential risks, such as resource gaps, timeline constraints, or technical challenges, and consider how you will address them in your proposal.

Once you have decided to pursue the opportunity, begin building your proposal by developing your technical approach, management plan, past performance, resumes, and pricing model. Create a checklist of all required documents and attachments to ensure compliance with submission requirements. If possible, establish a review process to check for accuracy, completeness, and overall quality before submission. Taking a structured and thoughtful approach to reviewing an RFP can help you submit stronger proposals and improve your chances of success.

If you are looking for help with government contracting or want no-cost help reviewing RFPs, please contact your Norcal APEX Accelerator counselor for assistance or apply for services today!

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