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What exactly is an RFP, and what am I supposed to send back when I find one?

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  • Jordan, the city RFP you found is asking for a full proposal, which is a lot more than just a price sheet.
  • You need to provide a narrative for your technical proposal that explains how you will do the work.
  • I learned this the hard way on my first county contract, thinking a bulleted list was enough.
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I'm still trying to figure out this government contracting thing. I run a landscaping crew, and we registered in SAM.gov back in March. I just found a city Request for Proposal (RFP) for grounds maintenance for a local city park and recreation department. It's for NAICS 561730, Landscaping Services, and the deadline is next month.

This RFP is 60 pages long. When I bid for property managers, it's usually just a price sheet and maybe a scope of work. This one has sections for 'Technical Proposal' and 'Price Proposal.' Am I supposed to write a whole narrative for the technical part, or is it just a checklist? Do I need to include drawings or anything? And then for the price, is it just a lump sum or do they want a breakdown by task? What exactly is an RFP, and what am I supposed to send back when I find one?

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asked Jordan P. First-year bidder, landscaping and grounds · Jacksonville, FL · 168 rep

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Jordan, the city RFP you found is asking for a full proposal, which is a lot more than just a price sheet. You need to provide a narrative for your technical proposal that explains how you will do the work. I learned this the hard way on my first county contract, thinking a bulleted list was enough. The city wants to see your plan, your experience, and your ability to meet their needs. For the price, the RFP will tell you exactly what they want, whether it's a lump sum for the whole job, a breakdown by task, or even unit prices for things like mowing per acre. Read Section L carefully; it's the rulebook for your response.

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answered Marcus T. Verified vendorOwner, janitorial and facilities firm · Columbus, OH · 399 rep
Marcus is right, Section L is the instruction manual for your proposal. Pay close attention to any required forms or certifications mentioned in Section K as well, or your submission could be non-responsive. · Dave H. ·
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An RFP is a formal request from a government entity seeking detailed proposals for goods or services, and your response needs to follow the instructions precisely. For federal RFPs, you look to FAR Part 15, Contracting by Negotiation, which outlines the process for competitive proposals. For state and local RFPs, like the one you found, the process is governed by the specific state or local procurement code and detailed instructions within the solicitation itself. You must read Section L of the RFP, titled "Instructions, Conditions, and Notices to Offerors," which specifies exactly what to include in your proposal, how it should be formatted, and what content each section, like your technical and price proposals, must contain. The technical proposal often requires a narrative demonstrating your approach, capabilities, and understanding of the requirements, and it may ask for drawings, diagrams, or past performance examples. The price proposal will outline whether they want a lump sum, a breakdown by task, hourly rates, or a combination. Follow the RFP's instructions to the letter; deviations can lead to disqualification.

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answered Dave H. Verified vendorParts distributor, DLA and DIBBS · Dayton, OH · 233 rep
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Dave is correct that following Section L is critical for your city RFP. A contracting officer will use a compliance matrix to check that every instruction in Section L has been addressed. The compliance matrix ensures your proposal meets all submission requirements before it even moves to the evaluation stage. Your technical proposal will almost certainly require a narrative, not just a checklist, to explain how you will meet the performance work statement (PWS) or statement of objectives (SOO). The city is looking for your understanding of the scope and your approach. Drawings are not common for landscaping, but they could be requested if the project involves complex site modifications. For pricing, the solicitation will specify the required format, whether it is a lump sum, unit prices, or a breakdown by task.

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answered Dana K. Retired contracting officer, 22 years · Alexandria, VA · 142 rep

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Sign up to answerCite the FAR clause or procurement code where you can.

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