How to Win Before the RFP Even Exists

By Government Contract Inc.

Most businesses only start chasing federal contracts after the RFP drops.

But what if I told you that the real winners—those consistently securing contracts—start long before that?

In federal contracting, winning happens early. Long before proposals are written, long before evaluation panels are formed, and yes, long before the Request for Proposal (RFP) even exists.

If you’re only showing up after the RFP is posted, you’re already too late.

Welcome to the World of Capture Management

Capture management” may sound like corporate jargon, but at its core, it's about positioning yourself before the race begins.

Capture is the process of identifying, tracking, and influencing opportunities before they become formal solicitations. Done right, it can increase your win probability by 50–70%.

It’s not magic. It's a method.

And it’s how top-performing contractors consistently get ahead of their competitors.

The Hidden Truth About Government RFPs

Here's what many don’t realize:

Most government agencies already know who they want to award the contract to before the RFP is even released.

That doesn’t mean the process is rigged—it means some contractors have done their homework. They’ve:

• Responded to RFIs and Sources Sought Notices,
• Met with agency decision-makers,
• Helped shape the Scope of Work,
• Provided insight during early planning stages.

By the time the RFP goes public, these businesses are already seen as trusted experts.

Step 1: Start with Opportunity Awareness

Before you can win early, you need to know what’s coming.

Monitor these sources like your business depends on it (because it does):

• SAM.gov (for pre-solicitation notices, RFIs, Sources Sought)
• GovWin IQ, BidSpeed, ePipeline (for pipeline and forecasting tools)
• Agency procurement forecasts (many are public)
• LinkedIn and agency events (networking reveals hidden intel)

Set up alerts for your NAICS codes and preferred agencies. Watch trends. Follow spending. Know who buys what you sell.

This is where the opportunity is born.

Step 2: Decode the Agency’s Pain Points

Winning before the RFP requires empathy. It requires understanding the agency’s mission, challenges, and constraints.

Ask yourself:

• What’s driving this requirement?
• Is it tied to legislation, funding, or performance goals?
• What are they trying to avoid or solve?
• Who held the previous contract (if any)?
• What did they do well or poorly?

The more you understand the agency’s “why,” the more you can shape the “how.”

Step 3: Build Relationships, Not Just Capabilities

This is the hard part—and the most powerful.

Build relationships with:

• Contracting Officers
• Program Managers
• Technical Leads
• Small Business Specialists

Attend industry days. Request capability briefings. Follow up on RFIs. Position yourself as someone who adds value, not just sells services.

If you can influence how the agency defines the requirement, your odds of winning skyrocket.

Step 4: Respond to RFIs and Sources Sought Strategically

An RFI is not a formality—it’s an opportunity to:

• Suggest solutions aligned with your strengths
• Shape the scope and evaluation criteria
• Show the agency you “get it”

Make your response clear, relevant, and helpful. Avoid sales fluff. Offer real insights—delivery timelines, technical risks, past performance metrics.

Many contractors skip these steps. Don’t be that contractor.

Step 5: Position Your Team (and Partners) Early

By now, you should be building your solution.

• Who are your teaming partners?
• What contract vehicles will you use (GSA, GWAC, IDIQ)?
• Do you meet small business or 8(a)/WOSB/SDVOSB goals?
• Do you have cleared personnel, technical certifications, niche tools?

Create a “ghosted” solution—one that meets requirements before they’re finalized. If you’ve influenced the early planning stages, the RFP may be written in a way that aligns closely with what you offer.

Step 6: Shape the Evaluation Criteria

This might be the most overlooked advantage.

Agencies often request feedback on acquisition strategies, pricing models, or performance metrics. This is your chance to shape the rules of the game.

• Recommend best-value trade-off instead of LPTA if you’re high-quality
• Suggest small business set-asides if you qualify
• Advocate for key differentiators (e.g., rapid response times, innovative methods)

Get your language into the final RFP. The more familiar it looks, the better your chances.

Step 7: Plan Your Proposal in Parallel

Don’t wait for the RFP drop to start writing.

• Begin crafting your proposal framework now
• Build past performance matrices
• Gather technical narratives and case studies
• Plan your pricing models

This way, when the RFP hits, you’re 70% ready—and 100% confident.

The Cost of Showing Up Late

Let’s be real.

If you’re seeing the RFP for the first time on SAM.gov with a 30-day deadline and zero prep… your chances are slim.

• You’re scrambling to understand requirements.
• You’re guessing what the agency really wants.
• You’re behind competitors who’ve been engaging for months.

Showing up late costs time, money, and reputation.

Winning Early Is a Long Game—But It Works

Capture management isn’t about shortcuts. It’s about commitment and consistency.

If you want to win more federal contracts:

• Track opportunities early
• Engage with agencies months in advance
• Build real relationships
• Shape the requirement, don't just respond to it

The RFP is just the final step in a much longer race. And the winners? They’re already halfway to the finish line before the starting gun fires.

Want to Win Before the RFP Drops?

At Government Contract Inc. (GCI), we help businesses win more by engaging early, building influence, and writing smarter proposals. Whether you're a small business or a seasoned prime, our team of proposal experts and capture strategists can help you stay ahead of the curve.

Let’s talk about strategy. Book a meeting: https://meetings.hubspot.com/mark-smith3/team