Government RFP Response Guide: How to Write Winning Proposals (2025)

Quick Answer: Keys to Winning RFP Responses

Winning government proposals require 100% compliance with solicitation requirements, a clear technical approach that addresses evaluation criteria, strong past performance, and competitive pricing. Proposals are scored against specific evaluation factors — understanding these factors is essential to winning.

100%

Compliance Required

L/M/H

Tech Evaluation

LPTA/TA

Award Methods

3-5

Key Volumes

Understanding RFP Structure

Government RFPs follow a standard structure defined by the Federal Acquisition Regulation (FAR). Understanding each section is critical to preparing a compliant response.

Key RFP Sections

Section L - Instructions to Offerors

Tells you HOW to respond: format requirements, page limits, submission instructions, required volumes, font sizes, file naming conventions.

Section M - Evaluation Criteria

Tells you WHAT will be evaluated: technical approach, past performance, price, management approach. Lists factors in order of importance.

Section C - Statement of Work (SOW)

Describes WHAT the government needs: tasks, deliverables, performance requirements, quality standards, and acceptance criteria.

Section B - Pricing Structure

The price schedule format: CLINs (Contract Line Items), labor categories, pricing method (FFP, T&M, etc.), required pricing breakdown.

Critical: Read Sections L and M First

Always start with Sections L and M. These sections tell you exactly what the government wants and how they will score your response. Build your proposal to directly address each evaluation factor.

Bid/No-Bid Decision

Not every opportunity is worth pursuing. A disciplined bid/no-bid process saves resources and improves win rates by focusing on opportunities you can actually win.

Bid If:

✓ You have relevant past performance
✓ Requirements match your capabilities
✓ You understand the customer
✓ Pricing makes business sense
✓ You have time to write quality proposal
✓ You can be compliant with all requirements
✓ You have the necessary certifications

No-Bid If:

✗ Requirements are outside your expertise
✗ Incumbent has strong relationship
✗ Inadequate time to respond
✗ Cannot meet mandatory requirements
✗ Pricing would not be competitive
✗ No relevant past performance
✗ RFP appears wired for competitor

Win Probability Assessment

Score each factor 1-10 and calculate your win probability:

Customer Knowledge

Have you engaged?

Solution Fit

Can you deliver?

Past Performance

Similar work?

Competitive Position

Can you win on price?

Proposal Structure

Most government proposals require multiple volumes addressing different aspects of your offer:

Volume I: Technical Approach

How you will accomplish the work. This is typically the most important volume.

• Technical solution and methodology
• Understanding of requirements
• Approach to meeting deliverables
• Innovation and value-adds
• Risk mitigation strategies

Volume II: Management Approach

How you will manage the contract and team.

• Organizational structure
• Key personnel qualifications
• Staffing plan and recruitment
• Quality control procedures
• Communication and reporting

Volume III: Past Performance

Evidence of your ability to perform similar work successfully.

• Relevant contract references
• Performance outcomes and metrics
• Customer testimonials
• Problems overcome

Volume IV: Price/Cost Proposal

Your pricing in the required format.

• Completed pricing schedules
• Labor rates and basis of estimate
• Supporting cost documentation
• Subcontractor pricing

Compliance Requirements

Non-compliance is the fastest way to lose. Evaluators can eliminate proposals for missing even minor administrative requirements.

Compliance Checklist

☐Page limits respected
☐Font and margin requirements met
☐Required sections included
☐File naming conventions followed

☐Required forms completed
☐Certifications and representations
☐Submission deadline met
☐Correct submission method

Compliance Matrix

Create a compliance matrix mapping every Section L requirement to your proposal. Include page numbers where each requirement is addressed. This helps evaluators find your responses and ensures you miss nothing.

Writing the Technical Approach

Lead with Your Solution

Do not make evaluators hunt for your approach. State your solution clearly in the first paragraph, then provide supporting detail. Use the inverted pyramid style — most important information first.

Address Evaluation Criteria Directly

Structure your response to mirror Section M evaluation factors. Use the same terminology. Make it easy for evaluators to score you positively by clearly addressing each criterion.

Show, Do Not Just Tell

Avoid generic statements like "we have extensive experience." Instead, provide specific examples: "We completed 47 similar installations across DoD facilities, averaging 15% under budget."

Include Graphics

Visuals break up text and communicate complex concepts quickly. Use org charts, process flows, timelines, and solution architecture diagrams. Graphics should add value, not just decorate.

Pricing Strategy

Your pricing approach depends on the evaluation method specified in the RFP:

LPTA (Lowest Price Technically Acceptable)

Price is the deciding factor among acceptable proposals. Strategy:

• Meet minimum requirements only
• Optimize for lowest possible price
• No benefit to exceeding requirements
• Price to win, not to maximize profit

Best Value/Tradeoff

Government weighs technical merit against price. Strategy:

• Strong technical may justify higher price
• Understand relative weight of factors
• Differentiate on technical approach
• Price for value, not just lowest cost

Pricing Best Practices

• Ensure pricing is realistic — unrealistic low prices raise red flags
• Document your basis of estimate to support price reasonableness
• Account for all costs including G&A, fringe, and fee
• Price to the SOW — do not under-scope to lower price
• Review for mathematical accuracy multiple times

Frequently Asked Questions

How long does proposal writing take?

Plan for 2-4 weeks for a typical proposal. Complex, multi-volume proposals may take 6-8 weeks. Start immediately when RFP is released.

What is a compliant proposal?

A compliant proposal follows all Section L instructions, addresses all Section M evaluation criteria, and meets all mandatory requirements. Non-compliant proposals may be eliminated without evaluation.

Can I ask questions about the RFP?

Yes. Most RFPs include a questions period. Submit questions by the deadline — answers are typically posted as an amendment available to all offerors.

What if I cannot meet a requirement?

Ask the government via the questions process if the requirement is mandatory. If it is, and you cannot meet it, consider not bidding. Explaining non-compliance in your proposal is usually not a winning strategy.

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