How to Properly Write a Response to a Government RFP

The government issues thousands of requests for proposals.

A government RFP (request for proposal) is a formal request for bids for a product or service. Each RFP details what item is needed and what features the item you propose should have. Your response should address each point or feature mentioned in the RFP and be presented in the format requested in the RFP. Most importantly, your proposal must be turned in by the deadline to be considered.

Instructions

Writing a Proposal in Response to a Government RFP

1. 

   Read the complete RFP.

   Obtain a full copy of the request for proposal and read it completely, including all appendices. On a second read-through, break the proposal down into a requirement checklist.

2. 

   Consult with coworkers.

   Decide if you have (or could have) the item or service requested by the specified deadline. If it is a small item/service, you may be able to make the decision by yourself. For larger projects you may need to assemble a team of coworkers. Review the RFP with the team and decide whether it makes sense to proceed.

3. 

   Create a timeline.

   If you decide to go ahead with a proposal, create a proposal timeline, and assign duties for the proposal preparation, including all of its details. Common assignment details are designing a prototype, building the prototype, writing about the item/service, creating graphics, compiling photographs and the documentation of testing information. All specs listed in the RFP should be addressed.

4. 

   Don't forget electronic copies.

   Either one person or a team can write the final proposal (remember to prepare it in the format requested in the RFP). If none is specified, you could lay your proposal out in much the same format as the RFP. Make it easy to read, with a consistent style throughout. If you use the team method, be sure to give each team member a format style sheet detailing margins, fonts, spacing and any other style information needed. All proposals should be extremely professional--think of the hardest term paper you ever wrote for your toughest teacher. Include contents, indexes, footnotes--anything that you think will help you get your proposal selected. Some RFPs will also request electronic copies in addition to hard copies.

5. 

   Proposals must be delivered on time.

   Deliver the final proposal by the deadline. For high-dollar government proposals, it is not uncommon to deliver the proposal by overnight delivery or hand courier to ensure that the deadline is met.

Tips & Warnings

• You can brush up on your writing skills by taking a proposal writing seminar or course, or hire out the process to a professional proposal writer.

References

• U.S. Department of Education: Sample Proposal
• U.S. Department of the Interior Acquisition Services Directorate: Sample Proposal and Help
• Non-Profit Guides: Sample Proposals

Resources

• Read this Article in Spanish