RFP Response

Produces a complete federal proposal structured to FAR requirements and scored against typical source selection criteria.

Prerequisites

Collect before drafting:

RFP package — solicitation number, title, SOW, Section L/M instructions
Contracting Officer — name, title, agency, address
Offeror profile — legal name, UEI/CAGE, NAICS, small business certifications, SAM.gov status
Past performance — 3–5 relevant contracts with CO/PM contacts, values, CPARS ratings
Key personnel — resumes, clearance levels
Cost data — indirect/fringe rates, labor categories and rates, subcontractor quotes

Quick Start

Parse Section L (formatting) and Section M (evaluation factors) — these control everything
Build a compliance matrix mapping every SOW/Section L requirement to a proposal section
Draft volumes in order: cover letter → technical → cost/price → reps and certs
Verify every capability claim cites past performance, test results, or published research
Confirm all FAR/CAS citations against current regulations before submission

Proposal Volumes

1. Cover Letter (≤2 pages)

Include: addressee (named CO), solicitation reference, agency-specific mission knowledge, qualifications with CPARS ratings, compliance affirmation for all mandatory requirements, validity period (per solicitation, typically 60–120 days), authorized signatory with binding authority.

2. Executive Summary (≤3 pages)

Restate requirements interpretively — connect SOW to agency mission (do not paraphrase)
Differentiated solution with named methods, partnerships, or innovations
Quantified value proposition tied to documented past performance
Key personnel highlights and organizational depth

3. Technical Approach

Mirror SOW structure — one response per major task. For each task address:

Methods, tools, technologies, and rationale for selection
Resource requirements, dependencies, GFE/GFI needs
Integration points with agency systems or other contractors
Applicable standards (cite by name and number)
QA/QC protocols, acceptance criteria, corrective action process
Risk identification with specific mitigation plans
Technical diagrams (professional quality, labeled, referenced in text)

4. Management Plan

Org structure: management philosophy, org chart with key personnel (% time, reporting lines, sub interfaces), PM authority and span of control.

Resumes (consistent format): education, certifications, clearances, government contract experience, measurable accomplishments.

Schedule: milestones, deliverables, dependencies, critical path. Gantt or PERT format with historical duration estimates.

Administration: invoicing method/frequency, progress reporting cadence (CDRL-compliant), change control process, COR/COTR communication protocols, FAR clause procedural responses.

Staffing: recruitment plan, retention approach, succession plan, subcontractor oversight.

5. Past Performance

Per reference (3–5 projects):

| Field | Content | |---|---| | Client / agency | Name, federal/state/local | | Contract number | Including vehicle (GWAC, IDIQ, etc.) | | Type and value | FFP/CPFF/T&M; total value | | Period and scope | Dates; elements paralleling current SOW | | CPARS ratings | By evaluation factor; "Satisfactory" or above | | Outcomes | Quantified savings, defect rates, on-time %, awards | | Challenges | Obstacles encountered and corrective actions | | Reference contact | Name, title, phone, email (verified, willing) |

If limited prime experience: include key personnel track records and teaming partner experience with clear role delineation. Address any negative performance with corrective action narrative.

6. Cost/Price Breakdown

Structure by government cost element:

| Element | Detail | |---|---| | Direct Labor | LCAT, hours by year/task, rate (loaded/unloaded) | | Fringe / Overhead / G&A | Rate %, allocation base, pool composition | | Materials | Itemized with vendor quotes for major purchases | | Subcontracts | Same breakdown as prime, per subcontractor | | Travel | Trips, destinations, duration, FTR per diem | | ODCs | Software, communications, printing, shipping | | Fee/Profit | Justified by risk, complexity, capital investment |

Derive labor hours from historical actuals, industry standards, or bottom-up analysis — no unsupported round numbers
Apply index-based escalation (ECI, CPI) with cited sources for multi-year contracts
All costs must be allocable, allowable, and reasonable per FAR Part 31

7. Cost Supporting Documentation

[ ] Basis of Estimate narrative per major cost element
[ ] Labor rate documentation (payroll, salary surveys, market data)
[ ] Vendor quotes (current, ≤6 months; multiple for major items)
[ ] Indirect rate documentation: FPRA/PREA or rate build-up with CAS disclosure
[ ] Escalation factor support with index citations
[ ] Subcontractor proposals with competitive selection documentation
[ ] Accounting system description; CAS Disclosure Statements if applicable

8. Representations and Certifications

SAM.gov — confirm UEI, CAGE, NAICS, size standards current as of submission
Small business — verify against NAICS size standard; SBA cert current if WOSB/SDVOSB/HUBZone
Tax compliance — no delinquent federal tax liabilities (coordinate with finance)
Executive compensation — disclose if ≥80% federal revenue and >$25M
Procurement certs — OCI disclosures, conflict of interest, applicable statutes/EOs
Signatory — officer with actual binding authority; verify before execution

Legal risk: False certifications trigger termination, suspension/debarment, civil penalties, and criminal prosecution. Escalate any compliance uncertainty to legal counsel.

Pitfalls

Section L violations disqualify — every formatting requirement is mandatory; page limits are strict
No marketing language — every claim must cite evidence (past performance, certifications, test results)
Jargon balance — precise terminology but accessible to non-specialist evaluators
Graphics standards — all diagrams must be professional, labeled, captioned, and cited in text
Citation verification — confirm all FAR, CAS, and statutory references against current FAR/DFARS before submission
Jurisdiction — U.S. federal procurement only; apply DFARS supplements for DoD solicitations