How to Respond to a Government RFI (Request for Information) — and Why You Should

Government agencies issue Requests for Information (RFIs), Sources Sought Notices, or Market Research Requests to understand what solutions exist in the market, who the potential vendors are, and how best to structure upcoming procurements. Too often, contractors either ignore RFIs or treat them as paperwork. That’s a mistake.

This primer explains the purpose of an RFI, why responding is critical to winning government contracts, and how to do it strategically and effectively.

What Is an RFI and Why Does It Matter?

An RFI (Request for Information) is not a solicitation for bids or proposals. Instead, it is part of the market research phase of the federal acquisition process. It helps government buyers:

• Validate that industry can meet their needs

• Determine if a set-aside (e.g., Woman-Owned Small Business, 8(a), Veteran-Owned) is justified

• Decide what NAICS code, size standard, or contract vehicle to use

• Shape the scope and structure of the future solicitation (RFP or RFQ)

Responding to an RFI is a way to influence the RFP before it’s written.

Why You Should Respond to RFIs

1. Shape the Acquisition

When you respond to an RFI, you're helping the government understand:

• What the industry is capable of

• What best practices or innovations exist

• How their requirements could be written to align with real-world capabilities

This is your chance to steer the process in a way that benefits your firm.

2. Reduce Competition

When you propose a particular NAICS code, contract vehicle, or set-aside, you're helping to define the pool of eligible vendors. If the RFP is released under a set-aside or vehicle you already qualify for, you’ve just narrowed the competition in your favor.

3. Increase Visibility

Your submission puts you on the radar of:

• The Contracting Officer (KO)

• The Program Manager (PM)

• The evaluation team who may later issue the RFP

This early engagement creates name recognition and builds trust before the formal solicitation is ever released.

4. Demonstrate Capability and Professionalism

A strong RFI response shows that you're:

• Capable

• Responsive

• Familiar with the agency’s mission and environment

• Someone they can trust to deliver

This is your first impression — and it matters.

How to Respond to an RFI: Step-by-Step

Step 1: Read the Entire RFI Carefully

• Note deadlines and format requirements

• Identify whether a response is mandatory to bid later (rare, but possible)

• Determine what documents are included (Sources Sought, PWS, Draft SOW)

  
  

Step 2: Research the Opportunity

• Identify the agency’s mission and structure

• Research incumbents or previous contracts via USAspending.gov, FPDS, or SAM.gov

• Look for clues in the PWS or background about desired outcomes and challenges

Step 3: Draft a Strategic, Tailored Response

Your response should do three things:

1. Answer the questions asked — clearly and concisely

2. Demonstrate relevant past performance — aligned to their need

3. Influence acquisition strategy — suggest set-asides, NAICS codes, vehicles, etc.

Key elements to include:

• Company overview (capabilities, core competencies, differentiators)

• Examples of past performance (weave into your answers where relevant)

• Suggestions for requirement structuring (e.g., “We recommend this NAICS code with a WOSB set-aside based on the scope and market.”)

• Optional: Add a communication plan, quality control approach, or transition plan summary with a note that full plans are available upon request

Step 4: Focus on Strengths

If the RFI asks many questions, pick those that allow you to shine. You do not need to go deep on every question, especially if it highlights a weaker area.

Step 5: Submit Professionally and On Time

• Submit via the method listed (often by email)

• Send it a day early, not at the last minute

• Include a clear subject line and respectful cover email

• Track the submission in your CRM or internal system

Tips to Maximize Your Impact

• Be clear and persuasive, not just compliant

• Weave in past performance with quantifiable results

• Avoid jargon—write for humans, not just technical reviewers

• Ask thoughtful questions during the Q&A period to engage the customer

• Follow up if the opportunity progresses—maintain contact

What Happens After You Submit

Your response may be used by the agency to:

• Justify a set-aside or direct award

• Shape technical requirements or evaluation criteria

• Decide who to invite for one-on-one industry engagements or pre-solicitation events

Even if you don’t win the contract immediately, your name is now in the system—especially valuable if the agency maintains a vendor database for future needs.

Conclusion: Treat RFIs as Strategic Sales Tools

An RFI is not just a market research tool for the government. It’s a strategic sales opportunity for you.

Responding thoughtfully helps you:

• Build relationships

• Influence the RFP

• Increase your win probability

• Set yourself apart from passive vendors

Contractors who consistently respond to RFIs with insight and professionalism often find themselves shaping the conversation—and winning the work.