Writing a Proposal for an RFP or RFQ

As we discussed above, when the solicitation you are responding to is an Invitation for Bid, writing your proposal will basically consist of filling out the forms that the government provides. However, when the solicitation is a negotiated solicitation, such as a Request for Proposal or Request for Quote, things are different.

A Request for Proposal (RFP) is a solicitation or bid document that outlines a problem or requirement and asks companies to propose methods for solving the problem and to calculate what the costs might be.

Therefore, in addition to filling out any required forms, you will have to create your own proposal explaining your plan for meeting the government's particular need and provide your own documentation. You may be required to work up your own drawings, biographies on personnel, management plans, and other types of documents that demonstrate the company's capabilities to fulfill the requirements. The proposal must, at the same time, be simple, straightforward, concise, complete, and correct.

As you can see, an RFP can take a significant amount of time, effort, and money to create. (You definitely won't be able to get it done over the weekend between watching the kids play soccer and running errands.) So, before you even start, take some time to evaluate whether it is in your best interests to proceed with the proposal. To make your efforts worthwhile, the proposal should present a real opportunity for your company.

• Decision time: respond or not?
• What to do before you start writing
• Tips on writing a proposal