A government Request for Proposals can feel dense and unfamiliar the first time a business sits down to actually respond to one — dozens or hundreds of pages, specific formatting requirements, evaluation criteria written in procurement language, and deadlines that don’t move. For a first-time bidder, understanding how to actually read an RFP, rather than skimming and hoping the important parts stand out, makes a real difference in whether the resulting proposal is competitive.
Start With the Evaluation Criteria, Not the Narrative
Most RFPs include a specific section outlining exactly how proposals will be scored — often broken into categories like technical approach, past performance, price, and sometimes MWBE participation or other policy priorities, each with an assigned weight. First-time bidders often make the mistake of reading an RFP front to back and writing their response in that same order, without first understanding what’s actually being scored and how heavily. Reading the evaluation criteria first, before drafting anything, ensures the proposal’s effort and emphasis match what will actually determine the outcome.
Understand the Difference Between Mandatory and Preferred Requirements
RFPs typically distinguish between requirements a bidder must meet to be considered at all (often labeled “mandatory” or using language like “shall”) and criteria that are preferred or scored favorably but not disqualifying if absent (often “should” or “may”). Missing a mandatory requirement can eliminate a bid entirely regardless of how strong the rest of the proposal is, so identifying these requirements early — and confirming your firm genuinely meets them — is a critical first step before investing significant time in the full response.
Pay Close Attention to Format and Submission Requirements
Government RFPs are often strict about formatting — page limits, required sections in a specific order, file formats, and submission deadlines that are enforced without exception. A technically strong proposal that violates formatting requirements or arrives even slightly late can be disqualified regardless of content quality. Building submission logistics into the timeline early, rather than treating them as a last-minute detail, avoids this entirely preventable risk.
Ask Questions During the Q&A Period
Most RFPs include a formal question-and-answer period before submissions are due, allowing bidders to seek clarification on ambiguous requirements. Using this period genuinely — asking real questions about anything unclear, rather than assuming an interpretation and hoping it’s correct — reduces risk and sometimes surfaces information that shapes a stronger response. Questions and answers are typically shared with all bidders, so this process also offers insight into what other firms are focused on.
Build Your Response Around What the Agency Actually Needs
The strongest RFP responses read as if they were written specifically for the agency’s actual problem, referencing its specific context, requirements, and language from the solicitation itself — not a generic capability statement lightly adapted for each bid. Evaluators reviewing multiple proposals notice the difference between a response tailored to their specific need and one that reads as boilerplate.
Practical Steps for First-Time Bidders
- Read the evaluation criteria section first, before anything else, to understand what’s actually being scored
- Create a checklist of every mandatory requirement and confirm your firm meets each one before investing further time
- Build a submission timeline with real buffer before the deadline, accounting for formatting and file preparation
- Use the Q&A period actively rather than guessing at ambiguous requirements
- Reference the agency’s specific language and stated needs throughout your response, not generic capability claims
Government procurement rewards careful, deliberate proposal-writing over speed. First-time bidders who invest the effort to genuinely understand an RFP’s structure before responding are consistently more competitive than those treating the process as a formality.
ESO Consultants has years of direct experience responding to and winning government RFPs, and we work with firms navigating their first bids. Reach out to talk through an upcoming solicitation, or call (718) 400-6166.
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