Start with the source record, then open the attachments
The opportunity page is the index, not the whole story. Use it to confirm the agency, notice type, response date, set-aside, place of performance, and official portal link, then open every attachment before deciding whether the opportunity is real fit.
Many misses happen because the team reads the summary and skips an amendment, wage determination, statement of work, pricing schedule, or Q&A file. Treat the attachment set as the controlling package unless the agency says otherwise.
- Confirm the solicitation number and agency office.
- Open the statement of work, instructions, evaluation factors, and pricing files.
- Check whether the opportunity has amendments or answers to vendor questions.
- Record the official portal link so your team can verify before submission.
Separate instructions, evaluation, and performance requirements
A strong review separates what the buyer wants, how the buyer will score, and exactly how the offer must be packaged. Those are related, but they are not the same thing.
Proposal instructions usually tell you format, page limits, volumes, due time, file names, representations, and required attachments. Evaluation factors tell you how the agency will compare offers. Performance requirements tell you what you must deliver after award.
- Instructions: what to submit and how to submit it.
- Evaluation: how the agency says it will choose.
- Performance: what the contractor must do after award.
Build a compliance table before drafting
Before writing, turn the RFP into a compliance table. Each row should capture a requirement, the source section, the owner, the planned response location, and whether the requirement affects price, schedule, staffing, or past performance.
This gives the proposal lead a single place to see gaps. It also helps prevent a polished narrative from hiding a missing certificate, attachment, labor category, or mandatory form.
- Requirement text or short summary.
- RFP section, page, or attachment name.
- Response owner.
- Proposal volume or file where the response will appear.
- Status: open, drafted, reviewed, complete, or not applicable.
Use bid/no-bid criteria instead of optimism
A good opportunity can still be a poor pursuit. Score the deal against customer fit, scope fit, pricing confidence, teaming needs, available past performance, security or certification needs, and the time left before the deadline.
The goal is not to avoid hard bids. The goal is to reserve energy for the bids where your team can submit a compliant, credible, and profitable offer.
- Do we meet the set-aside and registration requirements?
- Can we prove relevant experience?
- Can we price the work with enough confidence?
- Do we have time to answer every mandatory instruction?
- Is there a known incumbent or contract vehicle issue to evaluate?
Frequently asked questions
What is the first thing to read in an RFP?
Start with the opportunity summary to orient yourself, then read the instructions, evaluation factors, statement of work, amendments, and pricing attachments before deciding whether to pursue.
Should I write the technical response before the compliance table?
Usually no. A compliance table helps you avoid missed instructions and keeps writers aligned on where each required response belongs.
What should I do if an RFP summary conflicts with an attachment?
Flag the conflict and verify it on the official portal or through the agency's question process. Do not rely on a third-party summary for final submission requirements.