One of the most confusing aspects of entering government contracting is the alphabet soup of procurement document types: RFP, RFQ, RFI, IFB, SSN, SAP, IDIQs. Each term describes a fundamentally different stage in the procurement process, with different requirements for how you respond, different evaluation criteria, and different legal implications.
Getting these wrong is costly. Responding to an RFI like it's an RFP wastes significant effort. Missing that an RFQ only requires a price quote — not a full technical proposal — can mean over-investing in a response that doesn't need it. This guide explains each type clearly so you can respond appropriately and allocate your business development resources wisely.
RFI — Request for Information
Request for Information
An RFI is a market research tool used by government agencies before a formal acquisition begins. The agency is not buying anything yet — they're gathering information about what's available in the market, what technologies or approaches exist, and what the likely cost might be. RFIs are also called Sources Sought Notices (SSN) when the agency is specifically trying to identify small business sources.
Responding to an RFI is optional and carries no obligation. However, responding is strategically valuable: it gets your company on the agency's radar, influences how the eventual solicitation is written (agencies often incorporate vendor feedback), and demonstrates your interest and capability early.
How to Respond to an RFI
RFI responses are typically short (2-5 pages) and focus on demonstrating that you understand the problem and have relevant capability. Your response should:
- Confirm your interest in the eventual opportunity
- Summarize your relevant experience and qualifications
- Provide your small business certifications and NAICS codes
- Answer the specific questions the agency asked (these vary per RFI)
- Provide a rough rough order of magnitude (ROM) cost estimate if requested
- Note any concerns about the proposed approach or timeline
Strategic tip: After submitting an RFI response, follow up with the Contracting Officer Representative (COR) or Program Manager to request a brief meeting. RFIs create a legitimate opening for a conversation that flat-out cold calls don't. Many contracts are shaped in these pre-solicitation conversations.
RFQ — Request for Quotation
Request for Quotation
An RFQ is used for relatively straightforward, well-defined purchases where the government knows exactly what it wants and is primarily seeking price competition. RFQs are common for commercial items, supplies, and simple services. Under the Federal Acquisition Regulation (FAR), RFQs are typically used for acquisitions under the Simplified Acquisition Threshold ($250,000), though GSA Schedule orders use RFQs regardless of value.
A vendor's response to an RFQ is called a "quote," not a "proposal." The quote is not an offer — you're not legally bound by a quote until the government issues an order (a purchase order or task order). This is a critical legal distinction: responding to an RFQ does not commit you contractually.
How to Respond to an RFQ
RFQ responses are generally simpler than RFP proposals. A typical quote includes:
- Your price (unit prices, extended prices, total price)
- Delivery schedule or period of performance
- Brief description of what you're providing
- Any terms and conditions or exceptions
- Technical specifications confirmation (for product RFQs)
- SAM.gov registration information and relevant certifications
For GSA Schedule RFQs on eBuy, you'll typically submit your quote through the eBuy platform itself. For SAM.gov RFQs, follow the submission instructions in the solicitation — some require email submission, others use the SAM.gov portal.
RFP — Request for Proposal
Request for Proposal
An RFP is the most comprehensive and formal type of government solicitation, used for complex acquisitions where the agency needs to evaluate more than just price — including technical approach, management methodology, past performance, and key personnel. RFPs typically result in negotiated contracts and are governed by FAR Part 15 (Contracting by Negotiation).
Unlike an RFQ where you're submitting a price quote, an RFP requires a full "offer" — a legally binding proposal that, if accepted (through contract award), creates a contractual obligation. Proposals submitted in response to RFPs must be complete, compliant with all instructions, and compelling across every evaluation criterion specified in Section M of the solicitation.
Anatomy of an RFP Response
Federal RFPs typically use a uniform contract format with lettered sections. As a proposer, the most critical sections are:
- Section L — Instructions, Conditions, and Notices to Offerors: This section tells you exactly how to structure and submit your proposal. Follow it precisely — deviations can disqualify you.
- Section M — Evaluation Factors for Award: Lists the criteria the government will use to evaluate proposals and their relative importance (e.g., "Technical approach is more important than price"). Your proposal must address every factor.
- Section C — Statement of Work (SOW) or Performance Work Statement (PWS): The detailed description of what you'll be doing. Read this multiple times before writing a word of your proposal.
A winning RFP response typically includes a Technical Volume, a Management Volume, a Past Performance Volume, and a Price/Cost Volume — each structured to address the evaluation criteria in Section M. The Technical Volume is where most competitive differentiation happens.
IFB — Invitation for Bid
Invitation for Bid
An IFB (also called a "sealed bid" or "hard bid") is used when the government can define requirements precisely and price is the only evaluation factor. IFBs are common in construction contracting. Bids are opened publicly at a specified time, and the contract is awarded to the lowest responsive and responsible bidder. There is no negotiation — you either win at your submitted price or you don't.
The formal legal distinction from an RFP: IFBs result in firm-fixed-price contracts awarded to the lowest bidder. RFPs allow negotiation and can award to a higher-priced offeror if they offer better technical value.
Quick Comparison
| Type | Purpose | Binding? | Evaluation | Typical Use |
|---|---|---|---|---|
| RFI / SSN | Market research | No | N/A — info only | Pre-acquisition planning |
| RFQ | Price competition on defined need | Quote is not binding | Price (primarily) | SAP, GSA schedules, simple services |
| RFP | Best-value competition | Proposal is an offer | Technical + past perf + price | Complex services, IT, consulting |
| IFB | Lowest price, no tech eval | Sealed bid, binding | Price only | Construction, commodities |
Other Terms You'll Encounter
Sources Sought Notice (SSN)
A specific type of RFI where the contracting officer is trying to determine whether there are enough small businesses capable of performing the work to set the contract aside for small business competition. Responding is critical if you want the contracting officer to have your company in mind when they make the set-aside determination.
Pre-Solicitation Notice
An advance notice posted before the formal solicitation is issued. It provides early warning of an upcoming acquisition, typically 15 days before the RFP drops. Monitor these on SAM.gov to get maximum lead time for proposal preparation.
IDIQ / GWAC / BPA
Indefinite Delivery, Indefinite Quantity (IDIQ) contracts, Government-Wide Acquisition Contracts (GWACs), and Blanket Purchase Agreements (BPAs) are contract vehicles that allow multiple agencies to issue task orders to pre-qualified vendors over a period of years. Getting onto an IDIQ vehicle (like CIO-SP4, OASIS, or a state-level IDIQ) opens a sustained stream of task order opportunities. The initial competition to get on the vehicle is an RFP; individual work is competed through subsequent RFQs or mini-RFPs among vehicle holders.
Finding All Types on BidsNexus
BidsNexus aggregates all solicitation types — RFQs, RFPs, IFBs, RFIs, Sources Sought notices, and pre-solicitations — from SAM.gov, all 50 state portals, and thousands of local government sources. Each opportunity is tagged by type so you can filter for the solicitation format you're ready to respond to.
If you're just getting started, filtering for RFQs and Sources Sought notices is a good entry point: RFQs have lighter response requirements, and SSNs give you a chance to get on agencies' radar before formal competition begins.
Find RFQs and RFPs in Your Industry
Search active solicitations across all types — federal, state, and local. Filter by RFQ, RFP, or Sources Sought to match your readiness level.