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How to respond to a county RFP

To respond to a county RFP well, first decide whether to bid, then build your response around the RFP's evaluation criteria, answer every requirement in the order asked, prove claims with similar projects and references, and price exactly in the requested format.

In an RFP, a committee scores each response against stated criteria. Your goal is to make every point easy to award.

1. Decide whether to bid

Ask honestly: do we meet every mandatory requirement? Do we have similar references? Can we deliver at a price that works? A focused "no" saves effort for RFPs you can win.

2. Build a compliance matrix

List every requirement ("shall", "must", forms, certifications) in a table, with where your response addresses each. Evaluators often use the same kind of checklist.

3. Follow the structure exactly

Use the RFP's section order and numbering, its forms and its page limits. If it asks for tabbed sections or a single PDF, do exactly that.

4. Write for the scoring criteria

For each criterion:

  • Understanding: restate the county's need in your own words to show you get it.
  • Approach: explain how you'll do the work, with a realistic schedule.
  • Experience: describe 2 or 3 similar projects, ideally for comparable counties, with results and named references.
  • Team: name the people who will do the work and their relevant experience.
  • Price: follow the price form exactly. Explain assumptions without adding conditions.

5. Keep it plain and specific

Short sentences, headings, and numbers instead of adjectives ("cut processing time from 10 days to 3", not "greatly improved efficiency").

6. Check, then submit early

Have someone who didn't write it check it against the compliance matrix. Confirm signatures, forms and addenda acknowledgments. Submit early and keep the confirmation.

7. After submission

Be ready for clarification questions, interviews or a best and final offer. If you don't win, ask for a debrief. See what to do after you lose a bid.

Questions

How long should an RFP response be?

As long as needed to answer every requirement, and no longer than the page limits. Evaluators reward clarity, not volume.

Should I contact county staff about an RFP?

Only through the official contact named in the RFP. Many RFPs ban contact with other staff or board members during the process, and breaking that rule can disqualify you.

Last reviewed Oct 30, 2026. This is general information, not legal advice. Laws and thresholds change; check the current statute and the bid documents.