Welcome to FloridaProcurements.com (FlaProc), your authoritative resource for navigating Florida’s government contracting landscape, with particular focus on transportation and technology opportunities. FlaProc provides free, expert guidance to help companies identify and secure state contracting opportunities throughout Florida.
This resource is maintained by Attorney Sean Gellis of Gellis Law, PLLC, one of less than 75 attorneys Board Certified in State and Federal Government and Administrative Practice by The Florida Bar. Mr. Gellis brings unique insight to government contracting, having served as General Counsel of the Florida Department of Transportation (FDOT) and Chief of Staff of the Florida Department of Management Services (DMS)—positions that provided direct oversight of major transportation and technology initiatives. His record in bid protest litigation reflects the sophisticated advocacy and strategic thinking he brings to government contracting matters, particularly in complex transportation and technology procurements.
Understanding Florida’s Request for Proposals: A Strategic Guide for Sophisticated Vendors
After guiding countless clients through Florida’s procurement processes, I’ve noticed that the Request for Proposals (RFP) often presents the greatest challenge – even for experienced contractors. While an ITB focuses solely on price, the RFP introduces multiple evaluation criteria that demand a more nuanced approach to success.
Beyond the Bottom Line
Let me share a fundamental truth about RFPs: they exist because agencies need more than just a low price. Section 287.057(1)(b), Florida Statutes, creates this procurement method specifically for situations where quality, technical capability, and approach matter just as much as – sometimes more than – cost. I’ve seen technically superior proposals win despite higher prices, and I’ve watched low-price proposals fail due to inadequate technical responses.
Understanding What Agencies Really Want
When an agency issues an RFP, they’re essentially saying, “We know our problem, but we’re open to different solutions.” This creates both opportunity and challenge. I recently advised a client who focused entirely on proving they could do the work – but completely missed addressing how they would do it. In an RFP, the “how” often matters more than the “can.”
The Art of Technical Writing
Here’s something many vendors miss: in an RFP, you’re not just selling your solution – you’re selling your understanding of the problem. I’ve seen brilliant technical approaches fail simply because they weren’t presented in a way that resonated with evaluators. Remember, your audience typically includes both technical experts and administrative decision-makers. Your proposal needs to speak to both.
Navigating Evaluation Criteria
One of the most critical aspects of any RFP response is understanding how you’ll be scored. Agencies must publish their evaluation criteria and relative weights. This isn’t just information – it’s your roadmap to success. When an agency assigns 40 points to technical approach and 30 to price, they’re telling you exactly what they value most. Listen to what they’re saying.
The Strategic Use of Questions
The question and answer period in an RFP takes on strategic importance. Unlike an ITB, where questions typically focus on specifications, RFP questions can help shape your approach. I’ve seen agencies reveal crucial preferences through their answers that weren’t apparent in the original solicitation. Don’t waste this opportunity for insight.
Price Still Matters
While technical merit is crucial, don’t forget that price remains a significant factor. I’ve watched vendors lose awards because they assumed their superior technical approach justified a premium price. The key is finding the sweet spot – a price that’s competitive while supporting your proposed solution. Remember, you’ll need to defend both your technical approach and your pricing.
Making Every Page Count
Page limits in RFPs create another strategic consideration. When you have limited space to make your case, every paragraph matters. I often advise clients to think like evaluators – if you can’t quickly connect your content to the scoring criteria, reconsider its value in your proposal.
The Importance of Compliance
Despite the flexibility RFPs offer in technical approach, they still demand strict compliance with submission requirements. I’ve seen outstanding proposals rejected for missing signatures, exceeding page limits, or using the wrong format. Excellence in your solution won’t matter if your proposal is deemed non-responsive.
If you’re preparing for an RFP response, consider seeking professional guidance early in the process. The complexity of these solicitations often benefits from experienced insight before you commit to an approach.
For questions about Requests for Proposals or other procurement matters, contact Gellis Law, PLLC.
