Learning how to read and respond to government solicitations is essential for any startup entering federal contracting. It is one of the most valuable skills you can develop on your contracting journey.

Solicitations are formal invitations to bid on government work, usually issued in the form of an RFP (Request for Proposal) or RFQ (Request for Quotation). Understanding what each section of RFP or RFQ means and how to craft a compliant, compelling response can save your business time, avoid costly mistakes, and increase your win rate.

This guide will walk you through how to read solicitations, understand their structure, and focus on the elements that matter most.

Breaking Down the RFP/RFQ Document

Government agencies use various types of solicitations for government bids, but the most common are Request for Proposal (RFPs) and Request for Quotation (RFQs).

Request for Proposal (RFP): 

Used when the government has a problem to solve but isn’t entirely sure of the best solution. RFPs often require a more comprehensive, detailed proposal outlining your approach, methodology, and unique value proposition.

Request for Quotation (RFQ): 

Typically used for more straightforward procurements where the government knows exactly what it needs and is primarily seeking price quotes. RFQs are generally less complex and focus on direct responses to specified requirements. RFQs are also normally used for task or delivery orders in an MA IDIQ contract.

Regardless of the type, every solicitation is a legal document with specific requirements. Resist the urge to skim. Print it out, highlight key areas, and take detailed notes.

Initial solicitation review

Before you dive into writing, take time to carefully review the full solicitation. A structured first read helps you spot eligibility, requirements, and potential red flags early.

• Start by reviewing the solicitation carefully. Do not rush through it. 
• Look at the opportunity holistically: what is the agency trying to accomplish, and does your business truly meet their need? 
• Always download and read the most of the solicitation document posted on SAM.gov.
  
• Focus your energy on the RFP (Sections C – Scope, L – Instructions, and M – Evaluation Facotrs) first
  
• Always read carefully the Performance Work Statement (PWS) if it is not in Section C of the RFP, Statement of Work (SOW), or Statement of Objectives (SOO), depending on the type of solicitation. 
• Always review in detail the Questions and Answer (Q&A) documents too. 

Learn the top 100 government contracting acronyms and terms

Identifying Fit and Eligibility Early

Before investing significant time and resources in government contract opportunities, determine if your startup is a right fit for the opportunity. This involves more than just a surface-level match of services. You should consider your relationship with the customer (the closer the better), the type of work (scope) related to your past experience, the size of the work (dollar value) compared to your highest or average contract values, and the past performance requirements. 

NAICS Codes: Every solicitation is tied to one or more NAICS codes. Ensure your primary NAICS code (registered in SAM.gov) aligns with the solicitation’s requirements. 

Small Business Set-Asides: Many bid opportunities are set aside specifically for small businesses or particular disadvantaged groups (e.g.,Woman-Owned Small Business (WOSB), Historically Underutilized Business Zone (HUBZone)). Verify your business’s certifications and ensure you meet the size standards for the specified NAICS code. You can find detailed size standards on the Small Business Administration (SBA) website.

Technical Requirements: Do you possess the technical capabilities, personnel, and resources to fulfill the stated scope of work? Be brutally honest in your assessment.

Past Performance: Does the solicitation require specific past performance in similar projects? Assess whether your startup has the necessary track record. If not, consider a teaming arrangement.

Key Sections to Prioritize: Scope, Evaluation, Submission

While every section is important, certain areas demand your immediate attention when reviewing government bids:

• Scope (Section C): Understand the agency’s goals, deliverables, and performance expectations.
• Submission Instructions (Section L): Follow formatting, file naming, and page limits exactly. Any deviation can lead to automatic rejection.
• Evaluation Criteria (Section M): Outlines how the government will evaluate your bid results and what criteria are most important such as price, past performance, or technical skill.

While every section is important, certain areas demand your immediate and most thorough attention:

• Scope (Section C): This section defines the agency’s goals. 
  1. Statement of Work (SOW): Details specific tasks, deliverables, and timelines.
  2. Performance Work Statement (PWS): Focuses on desired outcomes and performance standards, giving contractors more flexibility in how they achieve them.
  3. Statement of Objectives (SOO): Provides a high-level set of objectives, allowing the contractor to propose a comprehensive solution.
• Submission Instructions (Section L): This section is your “how-to” guide for preparing your proposal. It dictates formatting, page limits, required sections, and submission methods. Any deviation can lead to automatic rejection (not compliant).
• Evaluation Criteria (Section M): This section outlines how the government will evaluate your proposal and what criteria are most important. It often details the weighting of different factors (e.g., technical approach, past performance, price). Your proposal should directly address and demonstrate superiority in each of these evaluation factors. Ensure you write to all the evaluations factors, even if the requirement is not in the Instructions or Scope (Section C). The evaluator will use all evaluation factors to develop an evaluation checklist.

Learn the essentials of registration and preparation for winning government contracts.

Compliance Must-Haves to Avoid Disqualification

Failure to comply with fundamental requirements is the quickest way to get disqualified.

• SAM.gov Registration: Your business must be registered in the System for Award Management (SAM.gov) and your registration must be active and up-to-date. This is the primary database for all federal contractors.
• Unique Entity Identifier (UEI): As of April 2022, the UEI has replaced the DUNS number for federal contracting. Your UEI is generated automatically when you register in SAM.gov.
• Required Certifications: Ensure all necessary small business certifications (e.g., WOSB, SDVOSB) are accurately reflected in your SAM.gov profile and that you meet the associated criteria. This includes other certifications such as CMMC, Capability Maturity Model Integration (CMMI), facility security clearance (FCL). 
• Submission Deadlines: Adhere to the stated submission deadline. Late proposals are almost universally rejected.
• Format and Page Limits: Strictly follow all formatting guidelines and page limits outlined in Section L. Overlapping pages or incorrect fonts can lead to disqualification.
• Questions to the Government: Most solicitations have a designated period for offerors to submit questions. If anything is unclear, submit your questions through the proper channels. This demonstrates diligence and ensures you’re working with accurate information.

If you’re new to government contracting, take a deep dive into how startups can get started.

Conclusion

Reading and responding to government solicitations isn’t just about checking boxes; it’s about demonstrating that your business truly understands the agency’s needs and can deliver results. By carefully reviewing scope requirements, tailoring your response to evaluation factors, and staying compliant with every detail, you give your proposal the best chance to succeed.

For startups, this process might seem daunting, but with practice and the right tools you can turn solicitations into opportunities for growth. OppyHound simplifies this process by helping you search, analyze, and extract the key requirements from solicitations with advanced AI-powered feature in minutes, not hours.

Ready to make your proposal process faster and smarter? Sign up free with OppyHound and start finding opportunities tailored to your business today.