Government proposals are scored, not read. Evaluators work through a sheet derived from the RFP's evaluation criteria and tick what they find. Your job is to make every point easy to find.
1. Build the compliance matrix
List every "shall", "must" and "will" in the RFP with its section number. Add the submission format rules (page limits, fonts, file names, number of copies). This matrix becomes your outline and your final check.
2. Mirror the criteria
Use the RFP's own section names and order. If the evaluation criteria are Technical Approach (40), Past Performance (30), Staffing (20), Price (10), your proposal has those four sections with those names.
3. Write to the score sheet
Open each section with the claim, then the evidence. Past performance must match the scope, size and recency the RFP asks for; three relevant references beat ten generic ones.
4. Pricing
Price the work as specified, not as you would like to do it. Show assumptions. For best-value awards, a defensible price with a strong technical score beats the lowest price.
5. Template
- Cover letter (one page): who you are, what you are proposing, signature.
- Executive summary: the buyer's problem, your approach, why you.
- Technical approach: in the RFP's order.
- Management and staffing: who does the work, with resumes.
- Past performance: three references matching the scope.
- Price: the RFP's pricing form, exactly.
- Required forms and certifications.
Keep the template as a folder of reusable sections and update it after every submission.
Questions
How long should an RFP response be?
As long as the page limit allows and no longer. If no limit is given, cover every evaluation criterion and stop.
What is a compliance matrix?
A table listing every requirement in the RFP, where your proposal addresses it, and who owns that section.
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