What Is an RFP? How to Find Federal RFPs

A request for proposal (RFP) is one of the most widely used solicitation types in U.S. federal procurement. This guide explains what an RFP is, how it differs from other solicitation formats, where federal agencies publish RFPs, what a typical RFP contains, and how to search for and monitor open federal RFPs using Tendoer. Whether your business is new to government contracting or expanding into new agencies, understanding the RFP process is the starting point.

What is a request for proposal (RFP)?

A request for proposal is a solicitation document that a federal agency issues when it wants to receive and evaluate competing offers on more than price alone. While sealed bidding awards a contract to the lowest responsible bidder, an RFP allows the government to weigh technical approach, management plan, past performance, and price together, selecting the proposal that represents the best overall value. This flexibility makes the RFP format well suited to complex services, information technology solutions, professional services, and other acquisitions where the approach matters as much as the cost.

Contracting by negotiation, the process that governs federal RFPs, is covered in FAR Part 15, Contracting by Negotiation. The Federal Acquisition Regulation (FAR) is the primary rulebook that governs purchasing by executive-branch federal agencies. The complete FAR is published at acquisition.gov.

When a federal agency issues an RFP, it invites interested vendors to submit written proposals that address the agency's stated requirements. Contracting officers evaluate each proposal against the criteria set out in the solicitation, may hold discussions with offerors, and may request final proposal revisions before making an award. The solicitation itself tells vendors exactly what to submit, how proposals will be evaluated, and what the key contract terms will be. Reading the full solicitation carefully before starting your proposal is essential.

RFP, RFQ, and IFB: what is the difference?

The federal government uses several solicitation formats, and knowing which one applies tells you immediately what evaluation process the agency will use and what your response needs to contain.

• RFP (request for proposal): used for negotiated acquisitions governed by FAR Part 15. The government evaluates proposals on a best-value basis, considering technical capability, past performance, and price together. RFPs are common for complex services, IT work, research, and professional services contracts.
• RFQ (request for quotation): used to gather pricing and other information, typically for simpler or lower-value purchases. An RFQ is not itself a solicitation for offers in the same formal sense as an RFP and does not always result in a binding contract award through the same competitive negotiation process.
• IFB (invitation for bids): used for sealed bidding under FAR Part 14, Sealed Bidding. The agency specifies requirements precisely, vendors submit sealed bids by a set deadline, and the contract is awarded to the lowest responsive and responsible bidder. Price is the sole evaluation factor in a properly conducted sealed bid.

The notice posted on SAM.gov indicates which solicitation type applies. Always check the solicitation document itself for the specific evaluation criteria and submission requirements, since these differ across acquisitions.

How federal RFPs are posted on SAM.gov

SAM.gov is the official U.S. government website for federal contract opportunities. Federal agencies post solicitations, presolicitation notices, and award notices on SAM.gov so that eligible businesses across the country can find and respond to them. The Contract Opportunities section of SAM.gov is the central registry for active federal solicitations.

When a federal agency plans an acquisition, it typically moves through a progression of public notices. A presolicitation notice alerts the market that an acquisition is in the planning stage, giving businesses time to prepare, arrange teaming partnerships, or complete any required registrations. The formal solicitation, such as an RFP, is posted when the agency is ready to receive proposals. After award, an award notice documents the outcome and the winning contractor. All of these notice types appear on SAM.gov and include links to the associated documents.

Searching SAM.gov is free and does not require registration. You can filter opportunities by agency, NAICS code (the North American Industry Classification System code used in federal contracting), set-aside type (such as small business, service-disabled veteran-owned, or woman-owned set-asides), and keywords. Tendoer indexes the same contract opportunities from SAM.gov and provides an additional search layer with email monitoring, so you can stay current on new RFPs without visiting SAM.gov manually each day.

What a federal RFP contains

A federal RFP is structured to give vendors all the information they need to prepare a complete and responsive proposal. While the exact contents vary by agency and acquisition, a typical RFP package includes several key components, described in FAR Part 15.

The statement of work (SOW) or performance work statement (PWS) describes what the government needs: the scope of work, expected deliverables, performance standards, and any schedule requirements. This section defines exactly what the contractor will be required to do under the resulting contract.

The instructions to offerors specify how to prepare and format the proposal. This section tells you what volumes or sections to submit, any page limits or formatting requirements, and the deadline and method for submission. Following these instructions precisely is critical: a non-compliant proposal can be excluded from consideration before the agency even evaluates its content.

The evaluation criteria and factors section tells vendors exactly how the agency will score and compare proposals, and which factors carry the most weight. Knowing the relative importance of technical approach, past performance, and price is essential for deciding where to invest your proposal-writing effort. An offer that addresses the highest-weighted criteria most thoroughly has the best chance of scoring well.

The contract terms and conditions set out the legal and regulatory requirements that will govern the resulting contract, including standard clauses required under the FAR. Always read the complete solicitation package before beginning your proposal, since each RFP specifies its own unique requirements and terms.

How to find federal RFPs with Tendoer

Tendoer aggregates federal contract opportunities from SAM.gov and lets you search and monitor them alongside European public tenders in one platform. Here is how to get started:

• Search without an account: use Tendoer's federal opportunity search to filter by agency, NAICS code, set-aside type, and keyword across the current SAM.gov inventory. No login or registration required.
• Browse by agency: if your business focuses on defense contracts, explore Department of Defense opportunities. For civilian agency work, the General Services Administration is a major source of IT and professional services contracts. All covered agencies are listed on the U.S. federal procurement hub.
• Set up email monitoring: save any search on Tendoer and receive email notifications when new solicitations matching your criteria are posted, so you never miss a relevant RFP.
• Go to the source: every listing on Tendoer links directly to the official SAM.gov page, where you can download the complete solicitation package, read any amendments, and follow the submission instructions.

Frequently asked questions about RFPs