How to Respond to RFIs

When the federal government is considering a procurement, but is not sure about specifics or methods, they may issue a Request for Information (RFI). 

An RFI provides you with an opportunity to make suggestions regarding what they should include in the future RFP if it goes forward.  In cases where the government knows exactly what they need, RFIs are used to determine whether there are any qualified small and/or disadvantaged businesses that can do the work.  If there are, they may decide to set the work aside specifically for those businesses.  Otherwise, the procurement will become a full and open competition.

With some agencies, responding to an RFI is required if you want to be able to respond to the future RFP. In most cases, this will be stated in the text of the announcement. In other cases, it’s important to know the practices of the agencies to determine whether or not RFPs will only be issued to those companies that respond to the RFI.

According to www.CapturePlanning.com, when responding to an RFI, there are several things that you can try to influence, in order to give you a competitive advantage should an RFP actually be released. There include influencing the:

• Technical scope. Try to include requirements that will limit the field of competitors.
• Specifications. Make recommendations that you can comply with, but will be difficult for others.
• Contract Type. If you have a preference, here is your chance to make a recommendation.
• Contract Vehicle. If you have a contract vehicle that you think is advantageous, recommend its use.
• Small Business. If you are a small business and think you can do the work yourself, recommend that it be released as a small business set-aside.
• Pricing. With many programs, choices made early on can have a big impact on the price.
• Past Performance. If you don’t have any government project past performance, make sure you recommend that they consider relevant commercial experience.
• Certifications. If you have any relevant certifications, recommend that they become requirements to limit the competitive field.
• Methodologies. If there is a particular approach you would take, describe it so that they can make it a requirement.

Make sure that you describe your recommendations in language that can be included in the RFP. Keep in mind that if you make a recommendation and it ends up in the RFP, everyone will see it and bid accordingly. Sometimes this will level the playing field and you will lose the competitive advantage. These recommendations are better to save for when you are responding to the RFP, so that you can keep the advantage and stand out from the crowd.

For more information on responding to request for information or similar documents such as Sources Sought Notices and Market Surveys, visit www.captureplanning.com.