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Writing a sources-sought response that shapes the buy

Practitioner20 min

By the end you can

  • Answer the questions asked, in the order asked.
  • Show capability with evidence, not adjectives.

A sources-sought notice or request for information (RFI) is market research. The FAR describes RFIs as used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes 1.

Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract 2. Find Opportunities groups them under a "Market research (Sources Sought / RFI)" filter 3.

Check 1
Can the government accept your RFI response to form a contract?

Why your answer matters

Market research techniques in the FAR include contacting knowledgeable individuals in Government and industry regarding market capabilities to meet requirements 4. Exchanges of this kind are meant to improve the understanding of Government requirements and industry capabilities 5.

Small business responses also bear on the set-aside decision, whose test refers to at least two responsible small business concerns 6.

Answer the questions asked, in the order asked, under the notice's own numbering. A reviewer comparing twenty responses should find your answer to question 4 under "4", and a skipped question gives the reviewer nothing to count.
Check 2
According to the FAR, what are exchanges of information such as RFIs meant to improve?

Evidence, not adjectives

Worked example. Contractor F's first draft says it is "a proven, world-class provider". Its second draft says: "Since 2022 we have maintained 140 HVAC units across three federal buildings under one contract, with 98 percent of work orders closed on time; contract number and monthly reports available." Only the second gives the reviewer something to check.

Bids2Bank's past-performance library applies the same discipline: it compares a hand-entered record against the USAspending award it names 7.

Close with what the agency can look up: your UEI, CAGE code, the NAICS codes you work in and a named point of contact.
Check 3
Which test does the small business set-aside rule refer to?

Find sources-sought notices →

Build your evidence in the library →

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Indented paragraphs are invented worked examples. Tool links open Bids2Bank and need a free account.

Next lesson: Grants and SBIR/STTR: when the money is not a contract