XL EagleRFP (state and local) (Request for Proposal)
RFP (state and local) stands for Request for Proposal. A Request for Proposal is used when the buyer cares about more than price. You submit a written proposal that explains how you will do the work, who will do it, your past experience, and your price. An evaluation committee scores each proposal against criteria listed in the RFP.
State and local RFPs often allow the buyer to hold interviews, ask for best and final offers, or negotiate with the top-ranked firm. The scoring weights, such as experience, approach, and price, are usually printed in the document. Read them closely because they tell you where to spend your effort.
Why it matters to a small contractor
RFPs give a smaller firm with strong references a real chance against bigger, cheaper competitors. Answer every evaluation criterion in the same order the RFP lists them, use plain language, and include references the buyer can actually reach.
Example
A school district issues an RFP for custodial services at 9 campuses. Price is worth 40 points and staffing plan and references are worth 60. A mid-sized janitorial firm with strong district references wins despite being the third-lowest price.
RFP (state and local): common questions
How is an RFP different from an IFB?
An IFB is decided mostly on price against fixed specs. An RFP is scored on several factors, and the buyer can often negotiate before awarding.
Can I see how my RFP was scored?
Many states let you request the score sheets or the evaluation summary after award, often through a public records request. It is one of the best ways to improve your next proposal.
What is a best and final offer?
Some RFPs let the buyer ask the top proposers to sharpen their price or terms one last time. It is called a BAFO and is only used if the solicitation allows it.
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