What is a RFP?
RFP'S, (Request for Proposal) is a document used in negotiated procurements (buys) that exceed the Simplified Acquisition Threshold ($100,000) for most agencies. RFP'S are used to communicate the government's requirements (the what and how of the buy) to prospective contractors and to solicit proposals from the contractors. The RFP must contain all the information needed to enable prospective contractors to prepare proposals properly. It will also contain the terms and conditions for the prospective contract. An RFP may state that the Government reserves the right to award on the basis of initial offers received without any additional written or oral discussion. There is normally a required format for the Proposal submitted in response to the RFP Standard Form 33, Solicitation, Offer and Award, is used as the contract (cover) document for an RFP and lists all the applicable sections.

What is the difference between a RFP and a RFQ?
The RFQ is a Request for Quote that can be used for negotiated procurements. The RFQ solicits information rather than a binding offer. The RFQ can be used for simplified acquisitions (under $100,000) and can be an oral request instead of a written request. An RFQ uses Standard Form 18, Request for Quotation as the contract (cover) document. When a government contracting official places an order with a vendor based upon the vendor's RFQ, the vendor may accept the order or may decline the order - no contract is formed until the vendor fills the order. On the other hand, a proposal in response to an RFP may result in a contract when the government accepts the proposal.

RFP format
The RFP falls under the uniform contract format, which requires a table of contents that the RFP and all resulting contracts must follow. The uniform contract format requires 13 sections to the RFP. As with everything in Government there are exceptions to the format for specific types of purchases.

Part I - The Schedule
hoteles Manchester This part contains sections A-H.
ERROR MSGSection A - Solicitation/contract form

Standard Form 33. It contains the solicitation number, the name and address of contract office, date and time proposals are due and other pertinent information related to the contract.

Section B - Supplies or Services/Prices/cost

This is where the Offeror enters its price; multiple items will be listed as "line item numbers" with price information for each line item.

Section C - Statement of Work

Contains a more detailed description of the supply or service being purchased. May include specifications, drawings or technical data packages. Documents may be included with the RFP or need to be obtained from the Contract Office. Check Section J for the complete list included.

Section D - Packaging and Marking

Provides the packaging, packing and marking requirements, government specifications that may apply will be referenced here.

Section E - Inspection & Acceptance

Has inspection and acceptance instructions as well as required quality requirements.

Section F - Performance/Deliveries

Specifies the time, place and method of delivery or performance

Section G - Contract Administration Data

Includes accounting and contract administration data not included in Section A, names of federal contacts and billing and invoice information.

Section H - Special Instructions or Requirements.

Here are the clauses or information that does not fit elsewhere, may include terms, offer options, price adjustments, equipment listing or any other special miscellaneous information that will govern contract performance.

Part II - Contract Clauses
Section I - Contract Clauses

All clauses required by law or regulation, generally only those contained in FAR Part 52 Federal Acquisition Regulation (Solicitation Provisions and Contract Clauses) and the agency's acquisition supplements are included. Because they are standard and cannot be altered they are referenced rather than written out. The type and dollar value of the contract determine which clauses are included.

Part III - List of Document or Attachments
Section J - List of Attachments

This is a list and inventory of all the documents that are attached to the RFP and will become part of the resultant contract. Always check to see that all referenced documents are included in the RFP package.

Part IV - Representations and Instructions
Section K - Representations, Certification and other Statements of Offers

This section is where the offeror provides information about itself and certifies it is in compliance with all applicable laws and regulations. All required certifications and representations must be filled out or the RFP is considered non responsive and eliminated. If an offer misrepresents the firm or makes false certifications, the contract officer can terminate the contract for default and turn the matter over to the Department of Justice.

Section L - Instructions, Conditions, and Notices to offers.

In this section, the contract officer tells the offeror how he wants the proposal prepared and notifies the offeror of conditions and circumstances that may affect its proposal. This section is where you will find out whether the RFP is set-aside for small business, the product classification and small business size standard, any requirements for submitting financial information, the type of contract expected to result from the RFP, whether progress payment will be authorized and any other instructions and notices.

hotel rooms MilanSection M - Evaluation Factors for Award

Explains exactly how the Government will evaluate the proposals and determine the winning offeror. Also explains the technical and managerial factors that will be considered along with cost and the relative weights each factor will receive in the evaluation process. Details the Governments' main concerns and issues about the procurement so you can address them in your Proposal.

For assistance with preparing proposals in response to an RFO, contact your PTA Center for prompt and courteous assistance.

To respond or not to respond?
Step one - Get a copy of the RFP.

checkbox Be on a "suggested source list for the agency
checkbox Submit a SF 129, Solicitation mailing list Application, (not all agencies use these however)
checkbox Commerce Business Daily Listing
checkbox Bid board at the Agency
checkbox Electronic listings
checkbox Web Site listings

Review the RFP.

keno online spelenThe following is one method of going through a RFP, you must decide if the RFP is worth your time, expense and effort to respond. You can go through it any way that is comfortable to you. This quick evaluation should take 30 to 60 minutes and will give you a good idea whether a more in-depth review is warranted. If at anytime you decide it is not worth the trouble to prepare a proposal, throw the RFP away.

1. ERROR MSG Look at Section B, Supplies services and Prices/cost. Get a general idea what is being bought. If you can't perform the service or furnish the supplies go no further. Don't try and do a forced fit.
2. Go to Section C, - Statement of Work, (SOW) take a look at the technical requirements- later you can do a complete look at the Statement of work, unless the RFP is for services then look at the technical and the SOW. Now is a good time to make sure all documents are attached, check Section J.
3. Access Section M, Evaluation Factors for Award, to determine what is most important to the Government: best price, technical ingenuity, management etc. Do you think you have the required capabilities?
4. If you have answered yes or maybe to the previous questions, find Section L, Instruction, Conditions, and Notices to offeror and see how the CO wants the proposal written. Are there capabilities you don't have? Can you obtain the capabilities through purchase or subcontracting? Is the solicitation set-aside exclusively for small business, small disadvantaged business or HubZone concerns? Are you qualified to participate? Can you prepare the proposal as required? Look at the type of contract that will result. Will your accounting and financial systems be adequate?
5. If nothing up to this point has convinced you the contract cannot be won or performed profitably by you, go to the first page and find out when the proposal is due. Do you have enough time to prepare a winning proposal?

If this preliminary review has not discouraged you, take your time and go over the RFP package in great detail: the specifications, the delivery schedule, packaging requirements, certifications, etc. To prepare an effective proposal you have to know the RFP thoroughly. So sit down and go through every single page and honestly assess your capabilities to meet the government's requirements, and remember you also need to make a profit. Then you can decide if you want to prepare and submit a proposal.

Swiss AlbergoAssistance with any question raised by the subjects described below is available from your Procurement Technical Assistance Center (PTAC). A list of PTACs is available here.