RFI versus RFP, what's the difference?

Federal contracting officers serve their end users by buying them the goods and services they need to accomplish their mission.  In doing so, most of them are bound by Federal Acquisition Regulations codified in 41 U.S. Code § 106. 

In performing their role, and planning for issuance of a Request for Proposal (RFP), contracting officers often conduct "market research" before issuing a Request for Proposal.  Market research policies and procedures are governed by FAR subpart 10 which "prescribes policies and procedures for conducting market research to arrive at the most suitable approach to acquiring, distributing, and supporting supplies and services." 

In issuing an RFI, the Government is not obligated to issue and RFP.

However, by responding to an RFI, a company can make the contracting officer aware of their capabilities and interest in any contemplated RFP which might be issued in the future. 

For example, the RFI process is used to (among other things):

1. Determine if sources capable of satisfying the agency's requirements exist;
2. Determine if commercial products or commercial services, or, to the extent commercial products suitable to meet the agency's needs are not available, non-developmental items are available that:

• Meet the agency's requirements;
• Could be modified to meet the agency's requirements; or
• Could meet the agency's requirements if those requirements were modified to a reasonable extent.

In most cases, RFI preparation instructions include page count restrictions that limit the amount of material being submitted.  As a positive, consider that reasonable page count restrictions help keep participant costs to a minimum.

Responding to an RFI provides an excellent opportunity to possibly influence the contracting officer's acquisition strategy -- essentially how they plan to buy the goods and services -- by making them aware of options they may not have considered.  You can tell them about your abilities to do the work, summarize experience doing it for other clients, and set expectation about what the services and/or solutions would cost.  If the needs don't fully align with your capabilities, you can tell them how reasonable modifications would support increased competition or use of your commercial solutions! 

Unfortunately, given that RFI's are usually issued very early in the sales cycle, it can be a number of years before anything results from the RFI -- if at all.  For example, a recent big win took six years from the first RFI and were followed by a pilot project, multiple draft RFPs and the final RFP before being awarded a contract in 2021.  SIX YEARS.  Government wheels sometimes move very slowly and one must be patient. 

RFP's are for buying goods and services needed by end users.  RFI's help the contracting officer establish their acquisition plan by making them aware of available solutions and costs.  Keep your eye out for RFIs aligned with your capabilities and take advantage of this major opportunity to influence acquisition strategy.

Do you need help assessing an RFI and your position to respond?  Click on the "Contact" link and let us know, we're happy to help.