RFI vs. Sources Sought Notices
Requests for Information notices
What is an RFI?
When is an RFI used?
For Canadian businesses:
How to find RFIs?
RFI notices are publicly posted on SAM.gov, the U.S. federal government’s official contracting portal, in accordance with federal acquisition regulations that require agencies to publish contract opportunities and market research notices in a centralized, transparent system.
To find current U.S. DoW RFI opportunities:
- Login to your free SAM.gov account
- Click on Search in the primary navigation
- Click on Contracting, and Contract Opportunities domains
- Enter the relevant keywords under Simple Search
- Filter by Dept of Defense under Federal Organizations
- Filter by Special Notice and Sources Sought under Notice Type
- Filter by Dates, Product or Service Information, or Place of Information as needed
- Under Actions, Save your search to make it easier to search for new notices.
To maximize responses to RFIs, engage early and consistently. Experts recommend setting aside a short time block to review newly posted RFIs and other early signals.
How to respond to completing RFIs?
- Addressing the government’s stated challenges
- Suggesting alternative approaches, if appropriate
- Highlighting risks and mitigation strategies
- Recommending best practices or industry standards
- Providing realistic cost drivers (without full pricing).
- Respect page limits
- Follow formatting instructions
- Answer each question directly
- Submit by the deadline.
Sources Sought notices
What is a Sources Sought notice?
A Sources Sought notice is a market research tool focused on identifying qualified vendors to perform specific work that U.S. DoW has identified is required.
When is a Sources Sought notice used?
The buying agency wants to determine whether capable companies are available in the marketplace. The emphasis is on assessing capability, capacity, and competition levels, which can directly influence whether the procurement is set aside or competed more broadly.
For Canadian businesses:
Responding to Sources Sought allows Canadian firms to demonstrate relevant experience, capabilities, eligibility, and establish visibility with U.S. contracting offices. Even when direct eligibility may be limited, participation can help identify teaming opportunities and build relationships within the U.S. government contracting ecosystem.
How to find Sources Sought notices?
Sources Sought notices are primarily posted on SAM.gov, the official U.S. government portal for federal contracting opportunities. To find them:
- Go to SAM.gov.
- Select Search and choose Contracting, and Contract Opportunities domain.
- Enter the relevant keywords under Simple Search
- Filter by Dept of Defense under Federal Organizations
- Filter by Sources Sought under Notice Type
Filter by Dates, Product or Service Information, or Place of Information as needed - Under Actions, Save your search to make it easier to search for new notices.
How to respond to Sources Sought notices?
The most important rule is to follow the instructions exactly. Agencies often specify required elements such as company information, SAM Unique Entity Identifier (if applicable), point of contact, business size status, relevant certifications, and examples of past projects. Organize your response in the same order and numbering system used in the notice to make it easy for the reviewer to evaluate.
When providing past project examples:
- Be specific
- Include the customer’s name, contract value, period of performance, description of work performed, and a reference contact
- Focus on experience that directly aligns with the scope of work described in the notice.
- Tie your examples to specific tasks or work elements listed in the draft scope.
- Avoid general statements about “many years of experience” without supporting detail.
Stay focused on the government’s needs. Do not include unrelated services, glossy brochures, or marketing materials that do not directly address the notice. Keep your response concise, relevant, and tailored to the specific requirement.