How to read a solicitation

First, the alphabet

• RFP — Request for Proposals. The buyer wants an approach, not just a price. Scored on multiple criteria; the cheapest bid doesn't automatically win.
• RFQ — Request for Quotes. The buyer knows exactly what they want; they're comparing prices. Fast to respond to.
• IFB — Invitation for Bids. A formal sealed bid, usually awarded to the lowest responsive bidder. Price is nearly everything; compliance is the game.
• RFI — Request for Information. Nobody wins an RFI — the buyer is researching. Responding can shape the eventual bid and put you on the radar.

The dates that matter (in order)

• Q&A deadline — your last chance to ask anything. After this, ambiguity becomes your risk.
• Closing date and time — the submission deadline. It's enforced by the clock, not by sympathy; one minute late is disqualified everywhere.
• Open/award dates — when the buyer plans to open bids and decide. Useful for planning, rarely binding.

The anatomy of the posting

• Scope of work — what they actually want. Read it twice; highlight every 'shall' and 'must'.
• Documents — specs, drawings, forms, terms. Download all of them; a requirement buried in attachment C is still a requirement.
• Pricing form or bid table — line items with quantities and units. Bid the units they asked for, not the ones you prefer.
• Questionnaire / acknowledgments — yes-or-no compliance items. Every unchecked box is a reason to toss your bid.
• Evaluation criteria — how they'll score. If price is 30% and approach is 50%, don't spend all your effort on price.

The fine print that actually disqualifies people

• Bonding and insurance minimums — if a bid bond or specific coverage is required, you need it lined up before you submit.
• Mandatory site visits or pre-bid meetings — 'mandatory' means your bid is invalid if you skipped it.
• References and past performance — have names and numbers ready, and warn your references.
• Signatures — an unsigned form is the most common self-inflicted disqualification in public bidding.
• Addenda — when the buyer amends the posting, you usually must acknowledge each addendum. Follow the bid so you never miss one.

A simple habit that wins

Make a compliance checklist: every 'must', 'shall', and required document on one page, checked off before you submit. Buyers describe compliant bids as rare. Be rare.