Federal Procurement Types Explained: Solicitation, Sources Sought, RFQ, IFB, RFP

Solicitation

The real thing. The government has a need, has funding, and is accepting formal offers from which it will select an awardee. Solicitations include the full package: Statement of Work, evaluation criteria (Section M), instructions for submitting your offer (Section L), contract clauses, and a response deadline.

Solicitations may be competitive (open to all qualified vendors) or set-aside (restricted to SDVOSB, WOSB, HUBZone, 8a, or Small Business). The contract form used is usually SF-1449 for commercial items or SF-33 for sealed bids.

Action: Download attachments, read Section M first, then Section L, then the SOW. Submit by the deadline.

Combined Synopsis/Solicitation

A streamlined format that combines the public synopsis (the summary in the Federal Register) with the actual solicitation. Used mostly for commercial items under FAR Part 12 and Part 13 (simplified acquisition). The posting on SAM.gov is itself the solicitation — no separate solicitation document is issued. Instructions for submitting your offer are in the body of the notice or an attached document.

Action: Read the full notice body carefully; submit your offer per the instructions provided. Often faster-moving than full solicitations.

Sources Sought

The government is conducting market research. No contract will be awarded from this notice. The contracting officer wants to know: does your company exist, are you small or large, do you have the capability, and can you meet the requirements? The responses are used to decide whether to set aside the upcoming contract or compete it full-and-open.

Most small businesses ignore Sources Sought. That is a mistake. A strong response (your capability statement) gets your company on the contracting officer's radar before the solicitation drops. It can also influence whether the contract is set aside for your certification category.

Action: Submit a brief (2–4 page) capability statement with your CAGE code, UEI, NAICS codes, relevant past performance, and business size/certification status. Meet the stated response deadline.

Pre-Solicitation

An early warning notice. The government plans to issue a solicitation but isn't ready yet. Pre-solicitations give you time to start teaming, line up subcontractors, and begin drafting your approach. They may also invite comments on draft requirements.

Action: Set a SAM.gov alert for the solicitation number. Review any draft documents and submit comments by the stated date. Start team-building now.

Request for Quotations (Simplified Acquisition)

Used for purchases typically under $250K (the simplified acquisition threshold). An RFQ is not a solicitation in the formal sense — it requests prices and terms but does not bind either party to a contract. The contracting officer evaluates quotes and may then issue a purchase order. RFQs are common in SAM.gov under GSA Schedule orders and smaller service buys.

Action: Provide your price, delivery terms, and a brief description of what you will deliver. Keep it concise. The government is price-shopping, not evaluating technical proposals.

Invitation for Bids (Sealed Bid)

A formal, advertised competition where the contract goes to the lowest responsive, responsible bidder. No negotiations. Your submitted price is your final price. Used for construction, commodities, and other acquisitions where requirements are well-defined and price is the only meaningful evaluation factor. IFBs use SF-33. Common for construction projects at military installations and federal buildings.

Action: Review the specs carefully — "responsive" means you must meet every stated requirement. Submit your sealed bid before the deadline. Any deviation from specs makes your bid non-responsive and it will be rejected regardless of price.

Request for Proposals

The government solicits both a technical approach and a price. Evaluation is multi-factor: Technical Approach, Past Performance, Management Approach, and Price — weighted per Section M. The lowest price doesn't automatically win; a technically superior offer may be selected even if it costs more. RFPs allow negotiations (called "discussions") before final award. Most federal IT, professional services, and complex service contracts use RFPs.

Action: Read Section M before writing a single word. Write your technical volume to address each evaluation factor point-by-point. Past performance must be directly relevant — include 3–5 contracts similar in scope, size, and complexity. Price separately per the instructions.