Responding to an Avalanche of RFPs with a Small Team

For small government contractors, navigating the busy federal procurement season can be challenging, especially when resources are limited. Whether you have a small team dedicated to business development and proposal writing, or you're handling it all yourself, it's crucial to strategize effectively to manage the influx of Requests for Proposals (RFPs). Here's how to stay focused, choose the right opportunities, and produce quality proposals:

1. Prioritize Opportunities: It's easy to get overwhelmed by the number of RFPs during the procurement season. The key is to be discerning and focus on the opportunities you have the best chance of winning. This is not the time to venture into unfamiliar markets or hastily pursue opportunities you've just discovered. Sit down with your team, if you have one, and carefully select the RFPs that align best with your company's strengths and track record.
2. Make Swift Bid/No-Bid Decisions: Time is a precious commodity, especially for small teams. Indecision can cost valuable days. Develop a quick and effective process for deciding whether to bid on an RFP. This process should consider factors like your company's expertise, resource availability, and the potential return on investment. Creating a Go/No Go Decision Matrix can help with this.
3. Create a Proposal Library: Instead of starting from scratch for each proposal, create a library of frequently used documents like past performance descriptions, resumes, management plans, and sections that describe how you perform the work that you do. This repository can save significant time, but it's crucial to tailor each proposal to the specific RFP. A generic proposal is easy to spot and unlikely to be successful.

Remember, quality wins over quantity when it comes to RFP responses. Focusing your efforts on well-chosen opportunities and crafting tailored, thoughtful proposals will yield better results than stretching your resources too thin across too many bids. As a small contractor, your agility and ability to provide focused, specialized responses can be your greatest strength in the competitive federal market.