How to Produce Pre-RFP Documents for the Win

Pre-request for proposal (RFP) documents are your chance to influence the final RFP content and position yourself favorably with the customer. Pre-RFP documents include sources sought notices (SSNs), requests for information (RFI), capability statements, white papers, presentations, and demonstration scripts. These pre-RFP documents help the customer to:

• Identify potential competitors
• Conduct market research
• Obtain information to produce the procurement
• Validate their solutions, assumptions, and level of effort
• Identify solutions that will best meet their needs
• Identify potential innovations and risks
• Inform their decisions about RFP vehicles and evaluation criteria

By the time the customer releases the RFP, these pre-RFP documents have helped the customer shape the RFP content, validate their preferred solution, and clarify their expectations of best value.

Purpose of the Pre-RFP Documents

• Source Sought Notices (SSNs): SSNs help the government determine whether qualified small or large businesses exist to fulfill their requirements. These responses allow vendors to showcase relevant experience, capabilities, and socio-economic status. A strong SSN response can influence the acquisition strategy, such as whether the opportunity will be competed as a “full and open” bid, set-aside for small businesses, or awarded through an existing contract vehicle.
• Request for Information (RFI) Responses: RFIs help government agencies gather input on industry capabilities, solutions, pricing models, and performance metrics. An effective RFI response educates the government about feasible approaches, influences how requirements are written, and demonstrates the responder’s thought leadership and value proposition.
• Capability Statement: This is a concise, marketing-focused summary of your company’s qualifications, core competencies, differentiators, and past performance. It’s often used during early outreach and industry engagement activities. A well-crafted capability statement makes it easy for government decision-makers to understand what you do, what makes you different, and where you’ve succeeded.
• White Paper: A white paper is a persuasive yet informational document that describes a proposed solution to a specific problem or need. Typically used in the early stages of market research, white papers present innovations, benefits, and technical feasibility without disclosing details of the solution. They can lead to follow-up presentations or invitations to further discussion.
• Presentations: Whether live or virtual, presentations allow companies to engage stakeholders and elaborate on their solutions directly. These sessions provide customers with the opportunity to ask questions and evaluate the vendor’s expertise and communication skills.
• Demonstrations: Demos provide a visual and functional preview of your solution in action. Whether it’s a software walkthrough, prototype showcase, or system simulation, demos help customers validate ease of use, interoperability, and performance. The accompanying script ensures consistency across presenters and ensures that key messages are conveyed effectively.

Timing of Pre-RFP Documents

What’s Next?

In this blog, we explored the types, purposes, and timing of key pre-RFP documents. These early-stage communications can shape requirements, influence acquisition strategies, and position your company as a trusted partner long before the RFP drops.

In our next series of blogs, we’ll share Lohfeld Consulting’s best practices for developing high-impact pre-RFP documents that resonate with government buyers, differentiate your solution, and pave the way to a winning proposal.

Stay tuned! If you would like help with developing any of these documents, please contact us for assistance with strategy, development, writing, or presentation.

Relevant Information

• How to Make Your RFI Response Unforgettable

By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow and Louise Fisher, CF.APMP

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and YouTube^(TM).