RFP Déjà Vu? How to Catch the Differences That Matter
Have you faced a situation like this? You are an incumbent on a 5-year IDIQ, and the recompete solicitation just came out. As you read through the RFP, it looks like the government pulled the previous RFP off the shelf and changed the due date. It may feel logical to find your previously submitted proposal and use it as your starting point.
Or you are submitting on a regional IDIQ, which is one of 10 different regions. You plan to submit proposals for three other regions that you are qualified for. All regions have the same requirements, so you plan on submitting the same proposal for all four regions.
Hold on a sec … just because two RFPs come from the same agency doesn’t mean you can copy and paste your last response. Even if it’s the exact delivery vehicle, same contracting office, and same general scope, subtle changes can still put your proposal at risk. A missed format update, new evaluation criteria, or a slight shift in submission requirements can be the difference between being reviewed or being rejected.
When proposals look familiar, it’s tempting to reuse past work and move quickly. But “almost identical” still means “different,” and even experienced proposal managers can get tripped up if they don’t take time to review with fresh eyes.
This post shares practical ways to slow down enough to catch what matters.
Tips and Tricks for Spotting Hidden Differences
Run a Comparison Report (Adobe Acrobat or Word)
Use the “Compare Documents” feature in Adobe Acrobat Pro or Microsoft Word to identify every change between the current RFP and the previous one. This will quickly show new or removed instructions, updated formatting guidance, and changed deadlines or submission methods. Even a single sentence added to a section you thought was identical can affect your compliance.
Create a Fresh Compliance Matrix
It’s best to create a new compliance matrix for each proposal, even when the RFP appears similar to a previous one. Starting fresh helps catch subtle but important changes in instructions, formatting, evaluation criteria, and submission requirements that might otherwise go unnoticed. If there’s a valid reason to reference an earlier matrix, use it only as a starting point and carefully validate each entry against the current solicitation.
Assume the Evaluation Criteria Has Changed
Even when the scope and format look the same, the scoring may not be. Agencies often adjust the way in which proposals are weighted based on lessons learned from earlier phases or submissions. Make sure you’re aligning your narrative to this specific evaluation.
Review Submission Instructions as if You’ve Never Seen Them Before
Open the attachments. Read the file naming requirements. Check for page limits in multiple places. If the instructions appear in more than one section or document, assume that at least one of them has changed.
Update All Supporting Documents
When reusing past performance write-ups, subcontractor information, or resumes, confirm that all details are current and tailored to the opportunity. This includes checking NAICS codes, project titles, contract numbers, and any references to the previous solicitation. Replace outdated RFP numbers and ensure every reference aligns with the new solicitation requirements.
Bottom Line
When you think one RFP is identical to another one, the best thing you can do is slow down, zoom in, and look again. The more similar two RFPs appear, the more likely you are to miss any changes. Taking a few extra minutes at the start can save hours (and potential disqualification) down the road.
