How to Respond to a Government RFP: Step-by-Step Checklist

The RFP Response Checklist

Responding to a government RFP is a structured process. Miss a step and your proposal gets rejected — regardless of your qualifications.

This checklist covers every step from opportunity identification to submission.

Phase 1: Bid/No-Bid Decision (Day 1-2)

Before investing 40-80 hours in a proposal, answer these questions:

• Do we qualify? Check NAICS code, set-aside requirements, clearance requirements, size standard
• Can we do the work? Honestly assess technical capability and staffing
• Do we have past performance? Relevant experience (government or commercial) in this domain
• Is the timeline realistic? Can we write a quality proposal before the deadline?
• Is the contract worth pursuing? Contract value vs. cost of proposal effort
• Do we have competitive intelligence? Who's the incumbent? Who else is bidding?
• P-Win assessment: Realistically, what's our probability of winning?

Rule of thumb: If your honest P-Win is below 30%, don't bid. Spend those 40 hours on a better opportunity.

Phase 2: RFP Analysis (Day 2-3)

• Read the entire RFP. Yes, all of it. Including Section I (contract clauses) and attachments.
• Build compliance matrix — Map every Section L requirement to your proposal outline
• Analyze Section M — Understand evaluation criteria and their relative importance
• Identify page/format requirements — Font size, margins, page limits per volume
• Note questions for Q&A period — If anything is ambiguous, submit questions before the deadline
• Check for amendments — Monitor SAM.gov for RFP amendments throughout the response period
• Identify GFE/GFI — What does the government provide vs. what do you bring?

Phase 3: Proposal Planning (Day 3-5)

• Create proposal outline — Based on compliance matrix and Section L instructions
• Assign writing responsibilities — Who writes which section?
• Set internal deadlines — Storyboards due, first draft due, review dates
• Identify past performance references — Contact references to confirm availability
• Develop win themes — 3-5 key discriminators that should appear throughout the proposal
• Plan pricing strategy — Start cost volume in parallel with technical

Phase 4: Writing (Day 5-15)

• Write to the outline, not around it — Every section addresses specific requirements
• Lead each section with your understanding of the requirement
• Include specific, quantified claims — Numbers, metrics, percentages
• Address every evaluation factor — Don't leave evaluators guessing
• Use active voice — "We will deliver" not "Delivery will be made"
• Include graphics — org charts, schedules, process flows. Evaluators skim text but study graphics.
• Ghosting — Subtly highlight competitor weaknesses without naming them

Phase 5: Review (Day 15-18)

• Compliance review — Check every requirement in the compliance matrix against the draft
• Technical review — Does the approach make sense? Is it feasible?
• Price reasonableness — Is the cost competitive but realistic?
• Red team review — Have someone role-play as an evaluator and score your proposal
• Edit for clarity — Cut jargon, shorten sentences, improve readability
• Format check — Page limits, font size, margins, required headers

Phase 6: Final Submission (Day 18-20)

• Re-read submission instructions — How to submit, what format, how many copies
• PDF all volumes — Ensure formatting is preserved
• Check file sizes — Some portals have upload limits
• Submit early — At least 2-4 hours before deadline. Portals crash at the last minute.
• Save confirmation — Screenshot or save the submission confirmation
• Notify references — Tell your past performance references they may be contacted

Common Mistakes That Kill Proposals

1. Non-compliance Missing a single requirement can make your entire proposal "technically unacceptable." This is the #1 reason proposals are eliminated.

2. Page limit violations If the RFP says 50 pages, page 51 will be removed — even if it contains your best content.

3. Wrong font/margins RFPs specify formatting requirements for a reason. 11pt Times New Roman with 1" margins means exactly that.

4. Missed deadline Government deadlines are absolute. One minute late = rejected. No exceptions.

5. Generic content Evaluators can spot boilerplate from a mile away. Customize every section for this specific opportunity.

6. Missing past performance "We haven't done this for the government before" is not a valid past performance response. Use commercial experience, personal experience of key personnel, or subcontractor experience.

7. Ignoring Section M If Section M weights technical approach at 60% and past performance at 40%, your proposal effort should roughly match those weights.

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