Too many contractors ignore Sources Sought notices. We get it. They don’t feel urgent. They’re not technically a proposal. But here’s the thing: if you want to shape opportunities before the RFP drops, this is where you start.

Responding to a Sources Sought isn’t busywork. It’s market research for your government customers. If you don’t respond, you’re essentially opting out of their search results. Done right, your response shows you’re qualified, capable, and worth paying attention to. And it might just be what helps the agency justify setting the work aside for small businesses (maybe even your business).

We know, because we’ve seen Sources Sought responses lead to sole-source awards and strategic partnerships. But that only happens if your response is thoughtful, targeted, and buttoned up.

Here’s what a strong response looks like, and how to make yours stand out.

Core Elements of a Strong Sources Sought Response

1. Cover Letter: Keep It Direct and Personal

This is your handshake. In this section, you should:

• Address the Contracting Officer by name
• Confirm your interest and ability to perform
• Highlight 2–3 differentiators (not fluff—real, verifiable strengths)

Pro tip:  If you have relevant experience with the agency, say so up front.

2. Company Info: Make It Easy to Validate

This is usually the first requirement in the Sources Sought Notice. List your information in the same order as prescribed in the notice to ensure it is easy to find. This includes:

• UEI and CAGE Code
• Business address and contact info
• NAICS code(s) relevant to the requirement
• Socioeconomic status (WOSB, SDVOSB, 8(a), HUBZone, etc.)

Bonus: Include your DSBS profile link. It helps COs do their research faster.

3. Tailored Capabilities and Qualifications: Show You Can Do This Work

This is where you answer the specific questions in the Sources Sought notice. Your responses should demonstrate your qualifications to the contracting officer and provide appropriate proof of organizational capability. Let the principle of “show, don’t tell” guide each of your answers to the Sources Sought notice’s specific questions by supplying concrete examples.

Even yes-or-no questions are opportunities for you to showcase your expertise and shape the direction of the eventual RFP. For instance, let’s imagine one of the questions in the notice asks whether you have the staff required to manage the project. Most folks might just say “yes” and move on. But what if instead, you said:

“Yes—our team for this project includes a PMP-certified Project Manager, two OSHA 30-certified on-site Superintendents, and a Quality Control Manager with over 20 years in federal construction. We’ve found that these roles are essential to meeting contract milestones while maintaining and safety and quality on similar projects that have two distinct sites. Our approach has been validated on three recent task orders under the USACE SDVOSB Design-Build IDIQ (see details in Past Performance section).”

See the difference?

You’re not just answering; you’re shaping the government’s understanding of what the RFP should require and making it easy for them to picture you as the ideal partner.

4. Past Performance: Your Ticket to Credibility

Select 2–3 projects that directly align with the scope of work. If the Sources Sought notice specifies what is considered “relevant” experience, make sure you follow those specifications. For each one, include:

• Project title and customer
• Period of performance
• Contract type and value
• Your role (prime or sub)
• How the work relates to the current requirement

Need help finding the right past performance? USAspending.gov and FPDS are excellent tools to identify prime contracts based on high-level criteria like NAICS code, agency, and period of performance. If you also have a solid internal project database, you’ll have additional details like narratives and challenges/solutions for each project on hand to make your responses come together much faster. Cavalry can help build yours if you’re not there yet.

What Makes a Response Stand Out

• Use the agency’s language. Mirror phrasing from the notice.
• Make it easy to read. Use clear headers and break up walls of text.
• Be honest. If something doesn’t apply, say so. Then pivot to a relevant strength.
• Answer every question, in order. Even if briefly. Partial responses = low interest signal.
• Submit on time. Or early. (Yes, even if it’s not “required.” It still matters.)

Why It Matters More Than You Think

Sources Sought responses aren’t scored, but they are remembered. Contracting Officers use them to:

• Determine if there’s enough interest to set aside the work
• Identify qualified vendors (you might get pre-solicitation emails others don’t)
• Justify the acquisition strategy in the contract file

If they already know you, and trust you, you’re starting the RFP process with a serious advantage.

Need Help? We’ve Got You.

Cavalry Consulting helps busy contractors prepare effective Sources Sought responses, fast. Whether you need a custom template, want help choosing past performance, or just don’t have time to respond, we’re here to support your pre-RFP positioning.

Ready to get ahead of the competition? Reach out to our team to learn more.