You hit submit at 1:40 p.m. with twenty minutes to spare. Then nothing happens for five weeks. That silence is normal. Here's what's usually going on inside the agency, what you can do while you wait, and what to do when the result comes in, win or lose.
Processes differ a lot between federal, state and local buyers, and between sealed bids and negotiated proposals. The solicitation and the agency's procurement rules control. This is general guidance, not legal advice.
Bid opening
For sealed bids (IFBs), there's often a public bid opening at the stated time. The buyer reads out bidder names and totals, and many state and local agencies post a bid tabulation afterward. If you can attend or watch the tab get posted, do. You'll know within hours where you stand.
Negotiated proposals (RFPs) are different. Proposals are usually not opened publicly, and prices are kept confidential until award, sometimes after.
Evaluation
For sealed bids
The buyer checks the apparent low bid for responsiveness (did it meet every material requirement?) and then checks whether that bidder is responsible (can it perform?). If the low bidder fails either check, the next lowest is reviewed. Responsibility checks can include references, financial statements, licensing and any debarment or exclusion records.
For proposals
An evaluation committee scores each proposal against the stated criteria. On a mid-sized local RFP that might be three to five staff members scoring independently and then meeting to reach consensus. Federal source selections have more formal structures. Evaluation can take weeks or months depending on the number of proposals and how busy the team is.
If you're asked for a best and final offer or invited to present or demo, treat it as a strong signal you're in the competitive range. Prepare as seriously as you did for the proposal.
Clarifications and discussions
You may get an email asking you to clarify something. Answer promptly, precisely and only what was asked.
In federal negotiated procurements, the FAR distinguishes between clarifications (limited exchanges, such as resolving minor clerical errors or confirming past performance information) and discussions (negotiations that can let offerors revise proposals). State and local processes vary. Some allow negotiation with the top-ranked offeror only; some allow best and final offers from a shortlist. Either way, don't use a clarification request to add new material the buyer didn't ask for.
Keep your offer valid. If the solicitation required a 90-day acceptance period and evaluation runs long, the agency may ask you to extend it. Before agreeing, check that your supplier quotes and staffing still hold.
Award notice
Winners typically get a notice of award or notice of intent to award, followed by a contract or purchase order. Don't start work or order product until you have the actual contract or PO unless the agency tells you in writing to proceed.
Unsuccessful offerors often get a notice too, though at the state and local level some agencies only post results on their website or board agenda. Federal agencies generally must notify unsuccessful offerors in negotiated procurements. Many local awards over a certain size go to a city council, county commission or school board for approval, so check agendas; they're public and they tell you when a decision is coming.
Debriefs: ask for one every time
A debrief is a meeting or written explanation of how your proposal was evaluated. It's the most useful free feedback in government sales, and many small firms never ask.
Federal debriefs
Under FAR 15.506, an offeror in a negotiated procurement that wants a post-award debriefing must submit a written request within 3 days after receiving notice of the contract award. The debriefing should occur within 5 days after the agency receives the request, to the maximum extent practicable. At a minimum it covers significant weaknesses or deficiencies in your proposal, the overall evaluated price and technical rating of the winner and of your firm, past performance information, the overall ranking of offerors if one was developed, a summary of the rationale for award, and reasonable responses to questions about whether source selection procedures were followed. It won't include a point-by-point comparison with other offerors' proposals or their confidential information.
There are also preaward debriefings for offerors excluded from the competitive range, with their own request window. Deadlines are short and strict, so read your notice the day it arrives. The FAR is currently being rewritten under the Revolutionary FAR Overhaul, so confirm the current rule on acquisition.gov rather than relying on section numbers you remember.
Simplified acquisitions under FAR Part 13 don't carry the same debriefing rights, though agencies may still give a brief explanation if you ask.
State and local debriefs
Rules vary widely. Some states give a formal right to a debrief; many local agencies will simply meet with you if you ask politely. Where no meeting is offered, you can often request the evaluation scoresheets and the winning proposal through a public records request, subject to exemptions for trade secrets and the state's records law.
How to request one
Keep it short, in writing, and fast:
"Thank you for considering our proposal for RFP 2026-114, Network Refresh. We'd like to request a debriefing to understand how our proposal was evaluated and how we can improve future submissions. We're available at your convenience."
How to use it
- Ask about strengths, too, so you know what to keep.
- Ask which sections cost the most points.
- Ask whether your price was competitive (they may only share the winner's total).
- Take notes; don't argue. The debrief is not the place to relitigate scores.
- Update your content library and pricing assumptions afterward.
Protests, at a high level
If you believe the agency broke the rules, such as ignoring the stated evaluation criteria, you may be able to file a bid protest. This is a legal process, and you should talk to a government contracts attorney before filing.
Federally, protests can be filed with the agency, the Government Accountability Office (GAO) or the Court of Federal Claims. GAO's rules are strict on timing: protests of solicitation terms generally must be filed before proposals are due, and protests of an award generally within 10 days of when you knew or should have known the basis, with a special rule when a required debriefing is requested. GAO decides protests within 100 calendar days.
State and local protest procedures are set by each jurisdiction, often with very short deadlines counted from notice of intent to award. Find the protest section in the solicitation or the agency's procurement code before you need it.
Protests cost time and money and can affect your relationship with the buyer. Most losing bidders are better served by the debrief and the next opportunity.
If you win
- Sign and return the contract promptly, with insurance certificates and any bonds.
- Set up in the agency's invoicing and payment system.
- Hold a kickoff with the project contact, and confirm delivery addresses and acceptance procedures.
- Track performance from day one; it becomes your next past performance reference.
Keep the pipeline moving
Don't wait on one decision. While a proposal is under evaluation, keep bidding. Check bids closing soon for short-turnaround opportunities and open RFPs for longer ones. If this was one of your first bids, it may also help to revisit writing a winning proposal response with your debrief notes in hand.
Frequently asked questions
How soon must I request a federal debriefing?
Under FAR 15.506, a written request for a post-award debriefing is due within 3 days after you receive notice of the award. Check the current FAR and your notice, since deadlines are strictly applied.
Do state and local agencies give debriefs?
It varies. Some states provide a formal debrief, many local buyers will meet if asked, and public records requests can often get you scoresheets subject to state law.
How long do I have to file a GAO protest?
Generally within 10 days of when you knew or should have known the basis, with special rules for required debriefings and for challenges to solicitation terms. Talk to a government contracts attorney before filing.
Sources: www.acquisition.gov www.acquisition.gov www.acquisition.gov www.acquisition.gov www.gao.gov