How to Find RFPs: Unlocking New Business Opportunities

Sales and proposal teams take about 32 hours to write an RFP response, excluding time to evaluate the RFP or format the responses.

This inefficiency isn’t due to a lack of opportunity. Every year, government agencies and private organizations release RFPs worth millions of dollars. The real challenge lies in knowing which RFPs to pursue and when.

Identifying the right RFPs at the right moment is only part of the equation. Teams must also position themselves effectively in highly competitive bidding environments, where small advantages can determine the outcome.

However, most teams rely on a limited number of bid portals or basic Google searches. This reactive approach often results in inconsistent pipelines, missed deadlines, and low-quality bids.

This guide explains how to find RFPs more effectively, outlines the most common RFP types, and shares proven strategies to build a steady flow of qualified opportunities that are worth pursuing.

Key Insights

• Finding RFPs is a strategy problem, not a search problem. Teams that rely only on bid portals and ad-hoc searches miss high-quality opportunities and waste effort on low-fit bids.
• The best RFPs are discovered before they are published. Monitoring government portals, private databases, industry-specific sources, and early signals like LinkedIn posts or procurement updates helps teams access higher-intent and less competitive opportunities.
• Not all RFPs are worth responding to. Qualifying opportunities based on budget, scope, buyer intent, and timelines is critical to improving win rates and reducing proposal fatigue.
• Timing and consistency matter as much as sources. RFPs follow budget cycles and business triggers, making regular monitoring and alerts essential to avoid missed deadlines.
• Closed and hybrid RFPs often deliver higher win potential. Relationship-building, vendor registration, and early engagement increase access to invite-only opportunities with better ROI.
• Response quality directly impacts win rates. Clear, tailored, and consistent responses outperform fast but generic submissions in competitive evaluations.
• Manual RFP processes do not scale. As RFP volume grows, teams struggle to maintain accuracy, consistency, and speed without automation.
• Inventive AI helps teams turn RFP discovery into wins. By combining AI-powered drafting, content accuracy checks, and faster response cycles, teams reduce rework, respond up to 90% faster, and improve win rates by over 50%.

What is an RFP?

An RFP (Request for Proposal) is a document that organizations use when they want to buy a product or service. Government agencies, enterprises, and nonprofits issue RFPs to invite vendors to submit proposals.

The RFP explains what the organization needs, the scope of work, deadlines, and how proposals will be evaluated. Vendors respond by describing their solution, pricing, approach, and experience. The buyer then compares all responses and selects the best option.

For vendors, RFPs are high-value opportunities. When an organization issues an RFP, it usually has a clear need, an approved budget, and an intent to buy. This makes RFPs a reliable way to win large and long-term contracts.

Now that you know what an RFP is, let's look at the different types and how to access them.

Must Read: What is an RFP? Key Components of an Effective RFP

3 Categories of RFPs You Can Find Most Commonly

Not all RFPs are distributed in the same way. Understanding how an RFP is issued helps vendors determine where to look, how competitive the opportunity will be, and how to tailor their response strategy.

Broadly, RFPs fall into three categories: Open, Closed, and Hybrid.

1. Open RFP

Open RFPs are publicly available tenders that any qualified vendor can access and respond to.

Government agencies and public organizations commonly publish these RFPs on procurement websites, public-sector portals, and open tender platforms.

Buyers use open RFPs to encourage competition and maintain transparency in the procurement process.

Why do buyers choose open RFPs?

Organizations issue open RFPs when they want to:

• Comply with public-sector procurement regulations.
• Attract a wide range of vendors and ideas.
• Ensure fairness and transparency in vendor selection.

Pros for vendors

• Easy to discover through public portals and bid databases.
• No prior relationship required to participate.
• Clear evaluation criteria and submission rules.

Cons for vendors

• Extremely competitive, often with dozens or hundreds of bidders.
• Lower win rates due to large vendor pools.
• Limited opportunity to influence requirements once published.

Example

A state transportation department publishes an open RFP for infrastructure software. Any vendor meeting baseline qualifications can submit a proposal, resulting in a large number of competing bids.

Open RFPs create high competition and a lower probability of winning, but they are valuable for building pipeline volume and entering new markets.

2. Closed RFPs

Closed RFPs are invite-only opportunities sent to a select group of vendors.

Buyers typically issue closed RFPs after a prequalification process, prior engagements, or existing vendor relationships. These RFPs are not publicly advertised.

Why do buyers choose closed RFPs?

Organizations use closed RFPs to:

• Reduce the time and effort spent reviewing proposals.
• Work with trusted or proven vendors.
• Minimize procurement risk for high-impact projects.

Pros for vendors

• Significantly less competition.
• Higher win rates compared to open RFPs.
• Better alignment with buyer expectations.

Cons for vendors

• Difficult to discover without relationships or prior visibility.
• Excludes new or unknown vendors.
• Requires early engagement and brand presence.

Example

A healthcare enterprise invites three existing technology partners to submit proposals for a system upgrade, based on past performance and domain expertise.

Closed RFPs offer higher conversion rates and better ROI, but require proactive relationship-building long before the RFP is released.

3. Hybrid RFPs

Hybrid RFPs combine elements of both open and closed approaches.

Buyers may publicly post the RFP while also directly inviting a shortlist of preferred vendors to participate. This approach balances openness with targeted outreach.

Why do buyers choose hybrid RFPs?

Organizations opt for hybrid RFPs when they want to:

• Maintain transparency while ensuring qualified participation.
• Increase response quality without limiting options.
• Avoid low-quality or irrelevant proposals.

Pros for vendors

• Better odds than fully open RFPs.
• Opportunity for new vendors to break into competitive accounts.
• Signals serious buyer intent and budget readiness.

Cons for vendors

• Still competitive, especially against invited vendors.
• Invited vendors often have informational advantages.
• Requires strong differentiation to stand out.

Example

A SaaS company posts an RFP publicly but also sends direct invitations to vendors it has previously evaluated or engaged with during earlier discussions.

Hybrid RFPs strike a balance between reach and quality, offering moderate competition and reasonable win potential for prepared vendors.

Each type of RFP has its own distribution model. This variation makes it essential to understand the appropriate discovery channels.

Must Read: Create Effective Templates for Saas RFP: A complete Guide

How to Access Closed RFPs?

Closed RFPs are often harder to find as they are not publicly advertised. However, you can improve your chances of being invited by focusing on these strategies:

Build Relationships

To secure invitations to closed RFPs, you must first ensure your target organizations are aware of your expertise. This can be done by developing strong connections with decision-makers or procurement officers. Attend industry events, conferences, and engage actively with organizations that issue RFPs.

Get Prequalified

Organizations define clear requirements, evaluation criteria, and a list of approved vendors based on those standards. Research these prequalification requirements and actively work toward meeting them to secure a spot for future opportunities.

Many organizations also allow vendors to register directly. If your business aligns with an organization’s needs, register on its website to receive notifications about upcoming RFPs.

• Examples - 
  • Amazon Vendor Central
  • Wells Fargo Supplier Registration
  • Pfizer Supplier Registration
  • Bausch + Lomb Supplier Portal
  • IBM Supplier Registration

Work with Brokers and Consultants

Brokers and consultants act as catalysts in the RFP ecosystem, quickly connecting businesses with relevant opportunities and creating long-term relationships. These consultants are hired by organizations to find the best deals for them.

Reaching out to these consultants increases your chance of being seen. When reaching out, keep your communication concise. Craft a brief introductory email explaining how your services align with their client needs, and that differentiates you from the competition.

Also, don’t forget to send follow-ups from time to time to stay on top of their mind. Following these steps and being genuine at the same time can land you a contract.

Showcase Your Expertise

‍Maintain a solid track record and an impressive portfolio. Highlight your achievements, certifications, and strengths to make your business an attractive choice for closed RFP invitations.

Finding the right RFP is only half the work. Winning it depends on how well you respond. But let us first see where and how to look for RFPs.

Where and How to Find RFPs Effectively?

Finding the right RFPs is not just about knowing where they are published, but also how to track, filter, and monitor them consistently. The most successful teams combine the right discovery channels with disciplined search and alert strategies to avoid missed or low-quality opportunities.

1. Government Procurement Portals

Government agencies remain the largest issuers of RFPs across construction, IT, healthcare, infrastructure, and professional services.

National, state, and local governments maintain official procurement portals where vendors can register, search opportunities, and receive notifications.

• Example:
  • USA: SAM.gov
  • India: Central Public Procurement Portal (CPPP)
  • UK: Contracts Finder

2. Private RFP Platforms and Databases

Private RFP platforms aggregate opportunities from multiple industries and sectors, including private enterprises and public-private projects.

These platforms typically offer advanced filtering by:

• Industry
• Location
• Budget range
• Buyer type
• Deadline

Most operate on a subscription model, making it important to evaluate:

• Relevance of RFPs to your business
• Frequency of database updates
• Quality of filtering and alert features

Common private RFP platforms include:

• GovWin
• BidNet / BidNet Direct
• FindRFP
• bidsUSA
• RFPmart
• RFPZone
• 3. Manual Discovery Through Early Signals and Direct Channels

Not all RFPs are formally published when they first emerge. Many organizations share early intent signals before releasing an official RFP, especially in the private sector.

Tracking these signals helps vendors:

• Discover opportunities earlier.
• Engage buyers before requirements are locked.
• Increase chances of being invited to closed or hybrid RFPs.

Where to look for early signals?

• LinkedIn: Posts from procurement leaders, IT heads, and executives discussing vendor evaluations or upcoming initiatives
• X (Twitter): Updates from government departments and public-sector agencies
• Company websites: Blogs, press releases, procurement pages
• Job postings: Hiring for roles tied to new systems, expansions, or technology investments

Early visibility gives teams more time to prepare, qualify, and position themselves before competition peaks.

Must Read: Government AI RFP Response: Comparison and Alternatives

How to Find Industry-Specific RFP Sources?

RFPs are often published on platforms specific to an industry’s buying patterns and regulations. Knowing where your target buyers post opportunities helps you find better-fit RFPs and avoid low-intent bids.

IT & SaaS RFPs

Enterprises, governments, and mid-market companies commonly issue IT and SaaS RFPs, seeking software, cloud services, or system integrations.

These RFPs are frequently posted on government portals, enterprise procurement sites, and technology-focused RFP databases.

Examples: SAM.gov (US government IT RFPs), GovWin, state procurement portals, and enterprise vendor portals.

Healthcare RFPs

Healthcare RFPs come from hospitals, health systems, insurers, and public health organizations. These opportunities often appear on healthcare procurement portals, government sites, and industry-specific platforms due to strict vendor qualification requirements.

Examples: State health department procurement sites, hospital system vendor portals, CMS-related procurement listings, and healthcare-focused RFP platforms.

Construction & Infrastructure RFPs

Construction and infrastructure RFPs are issued by federal, state, and local governments, as well as large private developers.

They are typically published on public tender portals, municipal websites, and construction-focused bid platforms.

Examples: State and municipal procurement websites, transportation authority portals, BidNet Direct, and construction-specific bid platforms.

Marketing, Design & Creative RFPs

Brands, agencies, and public organizations seeking design, branding, digital, or advertising services issue marketing and creative RFPs. These RFPs are often shared on private RFP platforms, industry communities, and occasionally through direct outreach or agency networks.

Examples: RFP databases like RFPdb, agency networks, LinkedIn postings, industry Slack communities, and direct invitations from brands.

Finding the right resources is just one aspect of the process. Timing also plays a significant role in successful RFP discovery.

How Often are RFPs Released?

RFPs are released throughout the year, but timing depends on budgets, procurement cycles, and industry practices.

• Government agencies often issue RFPs around fiscal planning periods.
• Higher volumes of government RFPs typically appear toward the end of quarters or fiscal years when budgets must be allocated or renewed.
• Business needs such as system upgrades, expansions, or vendor contract renewals typically trigger private-sector RFPs, which are less predictable.
• Because release schedules vary, relying on occasional searches can lead to missed opportunities.
• Teams that monitor RFP sources regularly and set up alerts are more likely to identify new RFPs early and avoid last-minute response pressure.

Even with the right timing and sources, many teams struggle due to avoidable mistakes in how they approach RFP discovery.

7 Common Mistakes Companies Make When Finding RFPs

Many teams lose time and resources not because RFPs are hard to find, but because they follow the wrong approach. These common mistakes reduce win rates and turn RFP discovery into an inefficient, reactive process.

1. Tracking Every Available RFP

Many companies try to pursue every RFP they obtain, regardless of fit. This spreads teams too thin and lowers response quality across all submissions.

2. Relying Solely on Large Bid Boards

Popular bid boards attract hundreds of vendors for the same RFP. High competition makes it harder to stand out and often leads to lower chances of winning.

3. Missing Deadlines Due to Manual Tracking

Managing RFPs through emails and spreadsheets increases the risk of missed deadlines. Even strong opportunities can be lost due to poor tracking and coordination.

4. Using Generic Search Terms

Broad keywords surface irrelevant or outdated RFPs. Without refined search terms, teams spend more time filtering than evaluating real opportunities.

5. Treating RFP Discovery as a One-Time Task

Many teams search for RFPs only when pipeline pressure increases. This reactive approach leads to inconsistent opportunities and rushed responses.

6. Ignoring Relationship-Based Opportunities

Closed or invite-only RFPs are often more qualified and less competitive. Companies that skip relationship building miss these high-value opportunities.

7. Failing to Qualify RFPs Before Responding

Responding without qualification wastes time on low-probability bids. Evaluating budget, scope, and buyer intent upfront improves win rates.

Avoiding these mistakes helps, but real efficiency comes from qualifying opportunities before investing time in a response.

Must Read: Comparing Top RFP Software: Responsive vs Competitors

How to Qualify RFPs Before You Decide to Respond?

Not every RFP is worth pursuing. Qualifying RFPs before responding helps teams focus on opportunities with the highest chance of success and avoid wasting time on low-probability bids.

1. Budget Alignment

Check whether the RFP budget aligns with your pricing and delivery model. If the budget is missing or unrealistic, it often signals low buyer readiness or misaligned expectations.

2. Scope and Requirement Fit

Review the scope carefully to ensure it matches your core offerings and expertise. Large gaps between requirements and capabilities usually lead to weak proposals and poor outcomes.

3. Buyer Intent and Urgency

Look for signs that the buyer is serious about making a decision. Clear timelines, firm deadlines, and defined evaluation steps indicate higher intent.

4. Evaluation Criteria Transparency

Strong RFPs clearly explain how proposals will be scored. If evaluation criteria are vague or missing, it becomes difficult to position your strengths effectively.

5. Incumbent or Preferred Vendor Advantage

Determine whether the buyer already has an existing vendor. RFPs written around an incumbent often limit real competition and reduce win probability.

6. Timeline Feasibility

Assess whether your team can meet the response deadline without compromising quality. Tight timelines may require significant resources and should be evaluated carefully.

7. Internal Resource Availability

Confirm that subject-matter experts, sales, and proposal teams are available. Submitting rushed or incomplete responses weakens credibility with buyers.

8. Strategic Value of the Opportunity

Consider whether the RFP supports long-term goals such as entering a new market, expanding an account, or building a reference customer. Strategic bids can justify higher effort.

Some of the most valuable RFPs never appear on public platforms and require a different approach to access.

How to Respond to RFPs More Effectively?

Winning RFPs requires more than submitting answers on time. Effective responses focus on clarity, relevance, and consistency while clearly showing why your solution is the best fit.

‍1. Understand the Buyer’s Goals

Start by identifying what the buyer is trying to achieve. Look beyond the questions and focus on outcomes, risks, and priorities mentioned in the RFP.

2. Follow the RFP Structure Exactly

Organize your response in the same order as the RFP. Evaluators expect this format and often score responses section by section.

3. Answer Every Question Clearly

Avoid vague or generic responses. Provide direct answers that clearly address the question before adding supporting details.

4. Tailor Responses to the Specific RFP

Reusing old content without customization weakens credibility. Adjust language, examples, and messaging to reflect the buyer’s industry and needs.

5. Highlight Differentiators Early

Do not wait until the end to stand out. Call out your strengths, experience, and unique approach within each relevant section.

6. Maintain Consistency Across Sections

Ensure pricing, technical details, and timelines align throughout the document. Inconsistent information reduces trust and can disqualify responses.

7. Use Proof and Evidence

Support claims with data, case studies, or results. Buyers trust evidence more than promises or marketing language.

8. Manage Collaboration Efficiently

RFPs often require input from multiple teams. Clear ownership and version control prevent delays and conflicting answers.

9. Review for Accuracy and Completeness

Conduct a final review focused on accuracy and tone. Small errors can undermine otherwise strong proposals.

On average, teams win about 44% of the RFPs they submit, highlighting how difficult it can be to convert bids without a strong process. As RFP volume increases, maintaining response quality and speed becomes difficult without the right systems in place.

Must Read: Top AI Tools for Legal RFP Workflow

How Inventive AI Helps Teams Win More RFPs?

Winning more RFPs requires speed, accuracy, and consistency across every response. Inventive AI supports teams by removing manual effort and helping them focus on response quality and strategy.

Higher Response Quality That Drives Win Rates

Inventive AI produces 2× higher-quality responses by understanding the full RFP context, not just individual questions. Stronger, more relevant answers help teams clearly communicate value and improve win rates by over 50%.

Accurate First Drafts With Minimal Rework

The platform generates accurate first drafts that reflect your approved knowledge and past responses. Over 66% of answers require little to no editing, allowing teams to focus on review instead of rewriting.

Conflict Detection to Prevent Costly Errors

Inventive AI automatically detects outdated or conflicting content across your knowledge sources. This helps maintain 95%+ answer accuracy and eliminates the risk of submitting contradictory information.

Consistent Responses Across Every RFP

As RFP volume increases, teams often struggle to maintain consistency. Inventive AI ensures every response aligns with your messaging, positioning, and win themes, even when multiple teams are involved.

Faster Response Cycles Without Sacrificing Quality

By automating drafting and content retrieval, teams can reduce RFP response times by up to 90%. Faster cycles help meet tight deadlines without compromising accuracy or depth.

Built-In Insights to Improve Future Performance

Inventive AI tracks response performance and quality benchmarks. These insights help teams refine answers, identify gaps, and continuously improve outcomes across future RFPs.

FAQs

1. Are paid RFP databases worth the investment?

Paid RFP databases can be valuable if they align with your industry and target market. They often provide better filtering, alerts, and access to private-sector RFPs that are not easily found through public searches.

2. How early should teams start preparing for RFP responses?

Preparation should begin before an RFP is released. Maintaining updated content, case studies, and internal knowledge allows teams to respond quickly and with higher accuracy when deadlines are tight.

3. How many RFPs should a team realistically respond to each month?

There is no fixed number, but quality matters more than volume. Teams that focus on fewer, well-qualified RFPs typically achieve higher win rates than those responding to every opportunity.

4. What role does past performance play in winning RFPs?

Past performance is a major evaluation factor for many buyers. Clear examples, measurable results, and relevant experience help build trust and reduce perceived risk for evaluators.

5. Can small teams compete effectively in RFPs against larger organizations?

Yes, small teams can compete by focusing on niche expertise, strong differentiation, and efficient processes. Using automation and AI tools helps smaller teams respond faster and maintain quality without adding headcount.