How to Respond to an RFI (Request for Information)
Requests for Information and Sources Sought notices are opportunities to shape a procurement before the solicitation is even written. A well-crafted RFI response can influence the acquisition strategy, demonstrate your capabilities to the contracting team, and position your company for the eventual competition.
Many government contractors skip RFIs because they do not result in contract awards. This is a strategic mistake. RFIs are where acquisition strategies are formed, set-aside decisions are made, and requirements are shaped.
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What Is an RFI / Sources Sought?
An RFI (Request for Information) is a pre-solicitation document posted by a government agency on SAM.gov to gather information from industry before formulating an acquisition strategy. A Sources Sought notice serves a similar purpose but focuses specifically on identifying capable vendors and determining the appropriate level of competition (full and open vs. small business set-aside).
Neither an RFI nor a Sources Sought notice is a solicitation. They do not commit the government to issuing a contract, and responding does not commit you to submit a proposal. They are information-gathering tools that help the contracting officer understand what the market can provide, at what price, and from what types of businesses.
RFIs are required by FAR 10.002(b)(2), which mandates that agencies conduct market research before developing new requirements. By publishing an RFI, the agency satisfies its market research obligation while simultaneously giving industry an opportunity to influence the procurement. This makes RFI responses one of the few legitimate ways for contractors to shape requirements before the solicitation is released.
Why Agencies Issue RFIs
Understanding the agency's purpose in issuing an RFI helps you craft a more effective response. Agencies typically issue RFIs for one or more of these reasons:
Determine set-aside decision
The agency needs to know whether capable small businesses exist to determine if the procurement should be set aside. If no small businesses respond or demonstrate capability, the agency may proceed with an unrestricted competition.
Understand available solutions
For technology or services acquisitions, the agency may not know what solutions the market offers. RFI responses help the agency understand what is commercially available and whether custom development is necessary.
Estimate pricing and timeline
The agency needs budget estimates and realistic delivery timelines to plan the acquisition. RFI responses with rough pricing help the agency secure funding and set expectations with stakeholders.
Refine requirements
The agency may have a general idea of what it needs but wants industry input on specific requirements. RFI responses that suggest alternative approaches or identify potential issues help the agency write better requirements.
How to Write an Effective RFI Response
An effective RFI response is concise, directly addresses the agency's questions, and positions your company as a capable and knowledgeable vendor. Most RFI responses should be 5-10 pages. Here is what to include:
Answer every question the agency asks
RFIs typically contain specific questions. Answer each one directly and completely. If the RFI asks about your experience with a specific technology, describe relevant projects. If it asks about your small business status, state your certifications clearly. Do not skip questions or provide vague responses.
Provide a tailored capability statement
Include a brief overview of your company that is specifically tailored to the requirement described in the RFI. Generic capability statements are ignored. Highlight experience, certifications, and past performance that directly relate to what the agency is buying. Include your DUNS/UEI number, CAGE code, NAICS codes, and contract vehicles you hold.
Demonstrate relevant past performance
List 3-5 contracts where you performed similar work. Include the agency, contract number, dollar value, period of performance, and a brief description of the work. This information helps the agency assess whether companies like yours can perform the requirement.
Offer technical insights (carefully)
If the RFI describes a requirement that could be approached differently or more efficiently, share your perspective. Agencies value industry input that improves their requirements. However, do not share proprietary methodologies or reveal competitive advantages that you would use in the actual proposal.
Suggest evaluation criteria and contract structure
If appropriate, recommend evaluation factors, contract types (FFP, T&M, cost-plus), and period of performance structures. Agencies often welcome this input, especially when they have limited experience buying the type of work described in the RFI.
What Happens After RFI Responses
After the RFI response period closes, the contracting team reviews the responses and uses them to inform the acquisition strategy. Several outcomes are possible:
Solicitation is issued
The most common outcome. The agency uses RFI responses to finalize requirements and issues a solicitation (RFP, RFQ, or combined synopsis/solicitation). The solicitation may reflect input from RFI responses, including modified requirements, set-aside decisions, and evaluation criteria. Timeline from RFI to solicitation varies widely — from weeks to over a year.
Requirement is modified or canceled
If RFI responses reveal that the market cannot meet the requirement as described, the agency may significantly revise the approach or cancel the procurement entirely. This is a legitimate outcome — better to discover market limitations during research than after issuing a solicitation.
A second RFI or draft solicitation is issued
The agency may issue a follow-up RFI to gather additional information or release a draft solicitation for industry comment. Both indicate that the agency is refining its approach based on initial feedback. Respond to follow-up notices to maintain your involvement.
Sole source determination
If RFI responses indicate that only one vendor can meet the requirement, the agency may proceed with a sole source award. This is particularly common when only one small business responds to a Sources Sought notice.
Frequently Asked Questions
Is responding to an RFI mandatory?
No. RFI responses are entirely voluntary. However, not responding can be a missed opportunity. Your response helps the agency understand the market and may influence the acquisition strategy in your favor. If you do not respond, the agency may conclude that small businesses cannot perform the work (leading to an unrestricted solicitation) or may not know your company exists when the actual solicitation is released.
What is the difference between an RFI and a Sources Sought notice?
The terms are often used interchangeably, but there is a subtle difference. An RFI (Request for Information) is a broad information-gathering tool used to understand market capabilities, pricing trends, and available solutions. A Sources Sought notice is more specifically focused on identifying potential vendors and determining whether a small business set-aside is appropriate. Both are posted on SAM.gov and neither commits the government to issuing a solicitation.
Will my RFI response be shared with competitors?
RFI responses are generally treated as business-sensitive information and are not released to other vendors. However, the information may be used to shape the solicitation requirements, which are public. Do not include proprietary technical details, trade secrets, or pricing that you would not want competitors to see indirectly reflected in solicitation requirements. Mark sensitive information as proprietary.
Does responding to an RFI give me an advantage in the competition?
Responding to an RFI does not give you a formal evaluation advantage in the subsequent competition. However, it does provide indirect benefits: you become known to the contracting team, your response may influence the requirements in a direction favorable to your capabilities, and you demonstrate engagement and market presence. Agencies cannot favor RFI respondents in the evaluation, but the relationship-building and market-shaping effects are real.
Track RFIs and Sources Sought on Bureauify
Monitor pre-solicitation notices across SAM.gov in real time. Get alerts when RFIs and Sources Sought notices are posted in your NAICS codes so you never miss an opportunity to shape a procurement.