Overview:

The RFP request for proposal process can seem intimidating to contractors applying for the first time — but with the right approach, it can transform your business. In this article, we break down the meaning and structure of an RFP, and offer real-world insights from Presence News owner Kasdyn, who earned his first local RFP in 2017 and a federal contract just two years later. From RFP definition to response strategy, this guide will help you take the leap with confidence.

Understanding the RFP Process: A Guide for First-Time Contractors

Every contract starts with an opportunity — and for many contractors, that opportunity begins with an RFP.

If you’ve ever asked, “What is an RFP?” or “How do I win one?”, this guide is for you.

What Is an RFP?

RFP Definition

A Request for Proposal (RFP) is a formal document issued by organizations — often government agencies or large corporations — to solicit bids from qualified vendors or service providers.

It outlines the project scope, requirements, and evaluation criteria, inviting businesses to propose how they would meet the client’s needs.

What Does RFP Mean in Business?

In the business world, an RFP is a gateway to new revenue, partnerships, and long-term growth. Winning an RFP often leads to recurring work, public trust, and industry credibility.

RFP Meaning: Key Takeaways

An RFP outlines needs and invites vendor proposals
It’s often used in government and large-scale private projects
Responding correctly requires attention to detail, strategy, and compliance

The Purpose of an RFP

Importance of Request for Proposals

RFPs are designed to ensure transparency, competition, and fairness. They help organizations find the best value and the most capable vendor, not just the lowest bidder.

RFP vs. Other Documents

RFI (Request for Information): Used to gather background info
RFQ (Request for Quotation): Focuses solely on pricing
RFP (Request for Proposal): Seeks both approach and pricing in detail

The RFP Process

Overview of the RFP Procurement Process

For contractors, the RFP lifecycle typically looks like this:

RFP Released: Public or private agency publishes the opportunity
Review & Research: You assess whether it aligns with your capabilities
Proposal Development: Prepare a thorough, tailored response
Submission & Evaluation: Your bid is reviewed alongside others
Award & Execution: A winner is chosen and contracts are signed

Common Sections in an RFP

Scope of Work (SOW)
Timeline
Budget constraints
Evaluation criteria
Submission instructions

What Does an RFP Look Like?

While formats vary, most RFPs follow a structured document format with defined sections. Downloadable examples from federal databases or procurement sites can help you get familiar with the layout.

Writing an Effective RFP Response

Essential Components

Your response should include:

Company qualifications and past performance
Approach and methodology
Project timeline
Detailed pricing
Compliance documentation (especially for government RFPs)

Tips for Filling Out a Bid Table

Bid tables require precision. Double-check all figures, use clear formatting, and provide explanations if any line items require clarification.

Real-World Example: Kasdyn’s RFP Journey

Presence News owner Kasdyn began his journey in local contracting, securing his first municipal RFP in 2017. By 2019, he had landed his first federal RFP, building the foundation for the businesses he operates today.

What worked?

Start Small: Local RFPs can be less competitive and easier to manage
Get Certified: Register as a vendor with your state and SAM.gov
Build a Reputation: Use early wins to showcase credibility in future bids
Stay Organized: Treat every RFP response like a business proposal — not a form
Every Connection: Every person you talk too can be a key component to your success

Evaluating RFP Responses (For Clients)

If you’re on the other side of the table:

Score responses based on predefined criteria
Look beyond price — evaluate methodology, reliability, and timelines
Watch for red flags: vague answers, missing sections, or lack of experience

RFPs in Government Contracting

Unique Aspects of Government RFPs

Strict formatting and compliance rules
Often require certifications (SAM, DUNS, CAGE, NAICS codes)
May involve set-asides for minority, veteran, or small businesses

Conclusion & Additional Resources

Whether you’re just hearing about rfp request for proposal or actively searching for your first opportunity, this guide is a starting point — not the finish line. RFPs can launch entire careers and companies. Just ask the entrepreneurs who’ve done it.