For many government contractors, the RFP feels like the starting line. It’s where the opportunity finally becomes real—the requirements are out, the clock is ticking, and it’s time to build a proposal. But here’s the truth: if you’re waiting until the RFP is released to engage, you’re already behind.

The most successful contractors know that winning starts well before the formal solicitation hits SAM.gov. In fact, some of the most important work happens quietly in the months (or even years) before the RFP is written. It happens in pre-bid meetings, industry events, phone calls, email exchanges, and relationship-building efforts that allow savvy vendors to understand the client’s needs, shape the requirements, and position themselves as the obvious choice.

In this article, we’re going to walk through how to effectively influence the RFP by:

Engaging early and building trust with decision-makers
Gaining deep insight into the agency’s pain points
Shaping the RFP in ways that align with your strengths
Using tools like FedBiz365 to identify and connect with the right buyers before the opportunity becomes public

Let’s break it down.

1. Early Engagement & Relationship Building

Influencing an RFP begins long before it’s drafted. The goal is to be part of the conversation as early as possible—ideally while the agency is still defining the problem and considering solutions.

Proactively Engage

Don’t wait for an opportunity to drop on SAM.gov.
Instead, attend pre-bid conferences, industry days, and agency-hosted events.
These events aren’t just informational—they’re relationship-building opportunities.

Build Relationships

Establish rapport with procurement officers, program managers, and technical stakeholders.
Consistent, professional communication builds trust, and that trust opens the door to deeper conversations.

Gain Insights

Ask smart questions.
Understand the agency’s goals, constraints, timeline, and risk concerns.
This insight will guide your solution development and even help shape the eventual RFP.

Pro tip: Use FedBiz365 to identify the contracting officers and agency buyers that match what you sell. With contact information and agency trends in one place, you can prioritize outreach strategically and avoid the scattershot approach.

Learn More about the FedBiz365 Subscription

2. Understand the Client’s Needs and Pain Points

Every agency has objectives they need to meet, and often pain points they need to fix. Contractors who take the time to understand these details are the ones that win.

Do the Homework

Use market research tools (like FedBiz365) to examine past awards, incumbent vendors, and budget allocations.
Look at publicly available agency strategic plans and performance reports.

Tailor Your Approach

Customize your solution to solve a specific problem the agency is facing.
Use language that reflects their terminology and priorities.

Focus on Benefits, Not Just Features

Agencies don’t want to buy a product or service—they want a solution.
Show how your offering delivers outcomes, improves efficiency, or reduces risk.

3. Shape the RFP (When Possible)

In many cases, especially on larger or more complex procurements, agencies are open to input from industry. This happens during the market research phase, sources sought notices, or Requests for Information (RFIs).

Provide Constructive Input

If you have experience in the space, use RFIs or one-on-one conversations to offer best practices, compliance tips, or resource suggestions.
Help clarify unclear requirements or suggest more effective performance metrics.

Influence Requirements

Without being self-serving, highlight the certifications, infrastructure, or resources that a strong vendor should have—particularly if those align with your strengths.
For example, if you offer a proprietary system or hold a unique certification, suggest its relevance in improving project outcomes.

Put the Client First

Always frame suggestions around what’s best for the agency.
The goal is to earn their trust and be seen as a helpful partner, not just a vendor looking for an advantage.

Remember: your early presence and thoughtful suggestions can plant the seeds for an RFP that plays to your strengths.

4. Crafting a Winning Response

Once the RFP is released, the clock is ticking. But if you’ve done the work ahead of time, you’re not starting from scratch—you’re simply delivering what the client already wants.

Personalize Your Proposal

Avoid copy-paste responses.
Speak directly to this agency, this project, and this set of needs.

Highlight Your Strengths

Emphasize what sets you apart, especially in relation to their specific goals.
Connect each feature of your solution to a direct benefit for the agency.

Support with Proof

Include case studies, client testimonials, and performance metrics.
Demonstrate that you’ve solved similar problems before.

Be Flexible

Show willingness to adapt your approach as the project evolves.
Offer options or alternative solutions that still meet the core objectives.

Structure Around Win Themes

These are the 2-3 key takeaways you want the evaluator to remember.
Reinforce them throughout your technical and management sections.

How FedBiz365 Helps You Influence More Than Just the RFP

FedBiz365 isn’t just for finding open opportunities. It’s designed to help you:

Identify the Right Buyers

Use powerful filters to find contracting officers and buyers aligned with your offerings.
Access contact information to start conversations early.

Track Contract History and Forecasts

See what contracts are expiring or up for recompete.
Use this to time your outreach and begin shaping the requirements.

Understand Agency Behavior

View agency profiles to learn about buying habits, preferred contract vehicles, and top vendors.
This insight helps you tailor your approach and messaging.

Uncover Partnering Opportunities

Find potential teaming partners or subcontractors who are active in your space.
Form alliances that strengthen your proposal and meet agency expectations.

With all of this intelligence in one place, FedBiz365 turns your strategy from reactive to proactive.

Influence Is About Trust and Timing

Influencing an RFP isn’t about gaming the system or writing the specs yourself. It’s about being in the right place, at the right time, with the right message.

When you start early, listen well, and focus on value, you increase your chances of:

Becoming a known and trusted vendor
Shaping the conversation around the problem and the solution
Aligning the final RFP with your strengths
Delivering a winning proposal that feels familiar and relevant to the buyer

That’s how the top government contractors do it—and with FedBiz365, it’s easier than ever to follow their lead.

Need help speaking the agency’s language and building your engagement strategy? Ask us about our Engagement Coaching, designed to help contractors communicate effectively with decision-makers and refine their approach for early outreach.

And if you’re looking for a way to market your products, services, and capability statement directly to the right buyers, our Federal Connections Package can help you launch a targeted outreach campaign that puts you in front of the agencies that matter most.

Ready to Start Influencing Opportunities Instead of Just Responding to Them?

For over 24 years, FedBiz Access has helped government contractors of all sizes succeed in the federal marketplace. Whether you’re just getting started or looking to sharpen your strategy, we’re here to help.

FedBiz365 is your gateway to proactive business development, powerful market intelligence, and better agency connections.

Learn more about FedBiz365 here.

Or call us today to schedule a complimentary consultation with a FedBiz Specialist and find out how to get in front of the right buyers, earlier.

Let’s build your next win—before the RFP even hits.