How to Write a Request For Proposal (RFP)

The contracting process involves all activities associated with identifying and justifying a mission need, formulating an Acquisition Strategy and Acquisition Plan (with the Program Manager (PM)) to meet this need, and implementing the strategy by means of a contract with the private sector. The contracting process has five phases: [1]

• Phase 1: RFP Development
• Phase 2: Solicitation
• Phase 3: Evaluation of offers
• Phase 4: Contract Award, and
• Phase 5: Post-award management of that contract

Phase 1: Request for Proposal (RFP) Development

• Step 1: Conduct Market Research (Request for Information)
• Step 2: Determine the Requirements
• Step 3: Write the Draft RFP
• Step 4: Submit for Review (Government and/or Industry Review)
• Step 5: Finalize the RFP
• Step 6: Release to Public

Step 1: Conduct Market Research

• See: Market Research
• See: 5 Steps in the Market Research Process

Step 2: Determine Request for Proposal Requirements (RFP)

• Requirements Development Overview
• Requirements Development Steps

Step 3: How to Write a Request for Proposal (RFP)

• Step 1: Form Your Team: The most important step is gathering the most knowledgeable and effective team members to write the proposal. The key players include the Program Manager (PM), who runs the actual project if awarded, and the RFP Manager who is responsible for executing the development process.
• Step 2: Develop Plan: A plan should address how the RFP Content (See Below of Government RFP Content) should be developed and the main requirements to achieve. The plan should list these proposal requirements in a Compliance Matrix. An effective plan that gives a timeline on when items are due and roles and responsibilities to all proposal team members.
• Step 3: Develop the Outline: Each section team leader is responsible for developing a Proposal Outline for the assigned proposal volume. This outline adds details to the High-Level Outline such as customer requirements, specific descriptions, Work Breakdown Structure (WBS), and administrative approach to each volume and section.
• Step 4: Prepare the First Draft: The first rough draft is prepared by team members and reviewed by each section manager.
• Step 5: Prepare the Second Draft: The second rough draft is prepared by team members and reviewed by the Project Manager.
• Step 6: Stakeholder Review: The RFP project manager should arrange to have stakeholders review the draft RFP. This review should be scheduled towards the end of the writing but should still provide sufficient time for the Red Team Review comments and recommendations to be evaluated and incorporated into the final draft RFP.

What is contained in a Government Request for Proposal (RFP)?

• Section A – Solicitation/Contract Form (SF-33)
• Section B – Supplies and Services and Prices/Costs
• Section C – Description/Specifications/Statement of Work
• Section D – Packaging and Marking
• Section E – Inspection and Acceptance
• Section F – Deliveries or Performance
• Section G – Contract Administration Data
• Section H – Special Contract Requirements
• Section I – Contract Clauses
• Section J – List of Attachments
• Section K – Representations, Certifications, and Other Statements of Offeror’s
• Section L – Instructions, Conditions, and Notices to Offeror’s
• Section M – Evaluation Factors for Award (unnecessary for sole-source acquisitions)

• DD Form 254
• Work Breakdown Structure (WBS) (top 3 levels)
• Proposal Compliance Matrix
• Model Contract
• Government Furnished Equipment (GFE) List Attachment
• Bidders Library

• Security Requirements: The Federal Acquisition Regulation (FAR) requires that a Department of Defense (DD) Form 254 be incorporated in each classified contract, and the National Industrial Security Operating Manual (NISPOM) (4-103a) requires that the government issue a DD 254 with each Invitation for Bid, Request for Proposal (RFP), or Request for Quote (ROQ). The DD Form 254 provides to the contractor (or a subcontractor) the security requirements and the classification guidance that would be necessary to perform on a classified contract.
• Software Content: Software is addressed in the Request for Proposal (RFP) in order to solicit proposals that provide the information to support an effective Government evaluation and identification of strengths, deficiencies, uncertainties, weaknesses, and risks related to software. See Software RFP Content
• Information Assurance: Every acquisition program should include language in its RFP that addresses a contractor’s Information Assurance (IA) requirements. These requirements should be clearly and unambiguously articulated to potential offerors and what is expected from them in terms of compliance and performance.

Visit: Cybersecurity Content in the Request for Proposal (RFP )

Step 4: Submit for Review (Government and/or Industry Review)

Once the stakeholder has approved a draft RFP. Submitting that draft RFP for government and industry comments is possible. This is a good way to understand if the RFP is communicating the needs appropriately with Industry. This will help eliminate any confusion when the finalized RFP is released.

Step 5: Finalize the Request for Proposal (RFP)

Once the industry has commented on the RFP, It’s time to finalize the RFP and release it for solicitation.

Step 6: Release for Solicitation

• See Phase 2: Solicitation

Phase 2: Solicitation

How is the Request for Proposal (RFP) submitted out for Bid

• System for Award Management (SAM).
• It used to be called FedBizopps.

Phase 3: Evaluations of Proposals

How are the Proposals Evaluated

• See Source Selection Procedures

Phase 4: Contract Award

• See Phase 4: Contract Award

Phase 5: Post-Award Management

This is the phase where you manage the contract.

Request for Proposal (RFP) Development Best Practices

• Ensure all stakeholders are involved in the process
• Use a pre-established template that’s agreed upon
• Make sure everyone signs off on the final RFP
• Make sure the contractor community has seen a draft for comments
• Don’t be overly complex (Simple is the best approach)
• Create a Bidders Library of all received and answered comments
• Keep everyone informed on the progress

AcqLinks and References:

• [1] DoD Instruction 5000.02 “Operation of the Defense Acquisition System”
• MIL-HDBK-245D DoD “Handbook for Preparation of Statement of Work”- 3 April 1996
• Template: Proposal Evaluation Plan
• Template: Source Selection Plan
• Website: FAR Subpart 12 “Acquisition of Commercial Items”
• Website: FAR Subpart 15.2 ‘Solicitation and Receipt of Proposals and Information”
• Website: Navy Contract Management Process Guide
• Website: The Association of Proposal Management Professionals

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