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How do I write a proposal for a government contract when I have never written one?

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  • You structure a proposal by following the solicitation's "Instructions to Offerors" section precisely, as this dictates the order and content evaluators expect to see.
  • For federal contracts, this section is typically Section L, and the evaluation criteria are in Section M.
  • Since this is a City of Jacksonville RFP, you will follow their specific instructions, which may differ from federal [FAR](htt
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I'm looking at a City of Jacksonville RFP for grounds maintenance, NAICS 561730, due in three weeks. It's a full solicitation document, not just an RFQ. This is my first time going for a government contract. I usually just send commercial clients a one-page quote. This RFP has a "Instructions to Offerors" section and a "Evaluation Factors for Award" section, and it says the proposal itself has a 30-page limit. I'm totally lost on how to structure a document like this. What do evaluators look for first, and how do I organize my proposal to hit those points?

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asked Jordan P. First-year bidder, landscaping and grounds · Jacksonville, FL · 147 rep

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You structure a proposal by following the solicitation's "Instructions to Offerors" section precisely, as this dictates the order and content evaluators expect to see. For federal contracts, this section is typically Section L, and the evaluation criteria are in Section M. Since this is a City of Jacksonville RFP, you will follow their specific instructions, which may differ from federal FAR requirements but will similarly outline how your proposal should be organized.

Evaluators look for compliance first. Your proposal must directly address every requirement and instruction in the RFP. Start by creating a compliance matrix that maps each requirement from the "Instructions to Offerors" and "Evaluation Factors for Award" to the specific section and page number in your proposal where you address it. This ensures you do not miss anything and helps evaluators quickly find the information they need. Typically, proposals are organized into volumes such as a technical volume, a price volume, and a past performance volume, but the RFP will specify its preferred structure and page limits.

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answered Nadia F. Verified vendorWOSB owner, management consulting · Minneapolis, MN · 464 rep
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To organize your proposal effectively, you need to conduct a thorough shred of the RFP, especially the "Instructions to Offerors" and "Evaluation Factors for Award" sections. Nadia is right that compliance is paramount. Beyond a compliance matrix, I recommend creating a detailed outline that mirrors the RFP's requested structure, often broken into sections like technical approach, management plan, and pricing. Each section of your proposal should directly respond to the corresponding evaluation factor, using the same headings or numbering where possible. This alignment makes it easier for evaluators to score your proposal against their criteria. Remember, evaluators are looking for clear, concise responses that demonstrate your understanding of the requirement and your ability to perform the work.

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answered Priya S. Verified vendorCapture manager, IT services · Herndon, VA · 222 rep
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The City of Jacksonville RFP will have specific instructions for how to structure your proposal, including how to address the scope of work and your pricing. Nadia and Priya are correct that you must follow the instructions exactly. For federal construction contracts, the government requires a bid bond to ensure you will enter into the contract if awarded, and then performance and payment bonds once the contract is awarded. These bonds protect the government and subcontractors. Local governments may have different bonding requirements. You must also ensure your pricing accounts for any prevailing wage and wage determinations that might apply to grounds maintenance.

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answered Tom B. Construction estimator, public works · Phoenix, AZ · 225 rep
Thanks for the heads up on the City of Jacksonville RFP instructions. I'm going to dig into the bonding requirements and wage determinations for grounds maintenance right away. This is super helpful. · Jordan P. ·

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

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