The Ultimate Guide to Finding RFPs for Communications and PR Pros: The Good, the Bad, and the Unavoidable

Let’s talk about RFPs, baby. (Yes, I’m talking about Request for Proposals, not... well, you know.) Whether you're an early-career communications professional, at an agency, a freelancer, or just diving into the deep end of public relations for the first time, understanding RFPs is key to landing new business and expanding your practice. But here’s the truth: finding them can feel like hunting for treasure—if the treasure were buried under a pile of bureaucratic paperwork and hidden behind paywalls.

So, let’s break it down, shall we?

What the Heck is an RFP Anyway?

An RFP, or Request for Proposal, is essentially a formal invitation from a company or organization (usually a government agency, nonprofit, or large corporation) to vendors or service providers (like YOU) to bid on a project. The RFP lays out the specifics: what the project is about, the scope of work, the budget (but not always - my least favorite part, lack of transparency about budget), the timeline, and the criteria for selecting the winning bid.

For communications and PR folks, RFPs are crucial because they open the door to high-profile projects, long-term contracts, and new business opportunities. But you can’t just waltz in and expect to be handed a proposal on a silver platter. You have to know where to find them and how to respond.

Why You Need to Know How to Write and Respond to an RFP

Now, here’s the thing. Even if you find an RFP, it’s not enough to just throw a proposal together. You have to know how to write one, or at least respond to one effectively. RFPs are a formal process, and they’re highly competitive. Your proposal needs to demonstrate not only that you understand the project, but that you can deliver on time, within budget, and with measurable results.

So, you’ve got to master:

• Understanding the scope: What’s the client’s actual need, and how can you meet it? Do some research, for government organizations you will want to look at their board meeting minutes or legislative action - you need to know what you're walking into. Did the board narrowly pass this item? If so, that's going to mean a lot of scrutiny for you as you execute this process. Do your due diligence.
• Creating a timeline: When do they need it done, and how will you manage the work? Do you have space in your workload? Is the juice worth the squeeze?
• Pricing: This is not just a guess. It’s a calculated estimate based on the project’s scope, resources, and duration. This takes some serious skill - you need to understand who is needed for the project, how much each person costs you and then what you're passing through to the client. Pricing and narrative usually take the longest to produce.
• Crafting a compelling narrative: Don’t just state your qualifications—show how you’re the perfect fit for the project. And for God sake BE AUTHENTIC, there is nothing worse than winning a bid with an organization you don't align with. It's better to wait until you actually are the right fit, and they're the right fit for you.

Some tricks:

• Look at who else downloaded the bid: Usually on the larger websites, it is required to show who downloaded the bid, and this is how you know who your competition is. It is also somewhere you can find partners. If you don't qualify, reach out to the point of contact and ask them if you can hitch to their wagon!
• Figure out if they have an incumbent: This is really important. Government agencies have laws about requirements for going out to bid. For example - if they have a comms or PR or ad agency they are already working with and their 3 year contract ends, the organization might HAVE to go back out to bid, but that doesn't mean they have any intention of choosing someone else, they are just legally obligated to go back out. So, ask your friends and old colleagues, see if you can get the tea on their agency of record. If you hear that they are bidding again, or that the organization was happy with their work, think twice about wasting your time writing a long RFP. I'm not saying its impossible to oust the competition, but more often than not, they're going to go with what they know.
• Create an SOP: One of the best things you can do for yourself so you don't waste overhead - create templates and processes. Do you have your rates worked out? Do you have a brand mission, vision and values? Are your case studies put together? When is the last time you talked to your references? If these things are scary, that doesn't mean you can't bid, it just means that you need to carve out extra time, THIS time, to codify all these items so your next bid process is smooth (aka copy and paste).
• Budget secrets: I can tell you from working on both sides of state work, this one is tricky and everyone has their favorites. I have seen big firms give low ball hourly rates to win the contract then bill outrageous (dare I say unbelievable) hours to make up for the low hourly rate. My recommendation would be to keep it integral. Don't adjust your rates to win the bid, just tell them what your rates are and go from there.
• Watch your hours: Sometimes writing an RFP is a damn chore. The big ones can take up to 40 hours (or more) and are never going to be winnable, so really decide (and refer back to the point about an incumbent) before you eat up a shitload of overhead hours.

Now that you know the why, let’s dive into where to find them.

The RFP Search: A Journey Through the Land of Paywalls

Finding RFPs is hard. Finding RFPs that are free? Even harder. There’s a big ol’ pay-to-play situation when it comes to RFP sourcing, and it can be seriously annoying (also... not sure how its legal for government organizations either, but whatever). I mean, come on. Why does it feel like every RFP platform is asking for your credit card info before you can even see what’s available? It’s like trying to get the punchline of a joke without hearing the setup.

But, let’s face it: we don’t have much choice. If you’re serious about finding quality opportunities, you’ll need to cough up some cash. But where?

Here’s a breakdown of the top platforms that list RFPs for communications and PR professionals in the nonprofit, government, and private sectors (and yes, we’re talking $$$):

Best RFP Sources (And How Much You’ll Pay to Use Them):

GovWin by Deltek

• Target audience: Government agencies looking for PR & communications firms
• Price: $80 - $1,000+/month (depends on level of access)
• Why it’s awesome: GovWin is the king when it comes to public sector RFPs. You’ll get a ton of government contracting opportunities, but yes, you’ll need to commit to a subscription.

ProposalCenter.com

• Target audience: Nonprofits, public sector, and private organizations
• Price: Free basic account, paid premium options start at $25/month
• Why it’s awesome: Offers a mix of RFPs and RFIs (Request for Information). You can filter by industry and scope, but be aware that some of the premium features are hidden behind a paywall.

RFP Database

• Target audience: Nonprofits, small businesses, and private companies
• Price: $50 - $200/month
• Why it’s awesome: Offers a comprehensive database of RFPs across sectors, and they have a solid filtering system. It’s relatively inexpensive compared to others.

BidNet

• Target audience: Mainly government and public sector
• Price: Free to $200+/year
• Why it’s awesome: One of the best sources for state and local government RFPs. It’s also used by educational institutions and municipalities.

FindRFP

• Target audience: Government, nonprofits, private organizations
• Price: Free, with additional features at $50/month
• Why it’s awesome: A solid free option that gives you access to thousands of public sector and private company RFPs. You’ll need to pay for premium access if you want all the bells and whistles.

Upwork & Freelancer - think outside the box

• Target audience: Private sector & small businesses
• Price: Free to join, but Upwork takes a commission
• Why it’s awesome: While not technically an "RFP site," Upwork and similar platforms have “client job posts” which are basically mini RFPs. You can find small to mid-size PR projects and build your client base this way.

New Business Potential Beyond RFPs: Networking & Social Media

Let’s be honest—RFPs aren’t the only game in town. Networking, social media, and word-of-mouth are still powerful tools to land clients. If you connect with the right people, they'll send you the RFP in your email. Platforms like LinkedIn are also a goldmine for business development—think about those post-pandemic virtual happy hours or sliding into DMs with people you’ve met at conferences. You can also check out Facebook Groups and Reddit, where nonprofit organizations often post projects and funding opportunities.

Now let’s talk about the elephant in the room: The RFP Timeline is Not Your Friend.

The Long and Winding Road of RFPs

Expect RFP timelines to be long and full of delays. From the moment you submit your proposal to when you (hopefully) sign the contract, you’re looking at anywhere from 6 weeks to 3 months for the entire process. That’s a lot of time to let your mind wander. And no, it’s not because you’re not good enough—government entities and nonprofits (especially) move at their own pace, and they often have several layers of approvals before they make a decision.

Pro tip: Patience is key. Don't expect instant gratification, and try not to take rejection personally (even though it's harder than it sounds). It's all part of the game.

Sneaky Tip for Solo Practitioners: Partner Up!

If you’re flying solo and you find an RFP you’re dying to work on but you don’t quite meet the qualifications, here’s a little secret: Partner with a bigger firm. Look for agencies that have the experience and resources but are willing to bring you in for the specialized communications work. Collaborating with more established firms can help you get your foot in the door for larger RFPs and make your pitch even stronger.

What I'm trying to say is...

RFPs are a major source of new business for comms pros, but finding them and responding to them can be a bit of a hassle. Between paying for access to platforms, long response times, and fierce competition, it can sometimes feel like the whole system is stacked against you. (I smell a democratization movement brewing)

But hang in there—if you’re consistent, strategic, and patient, you’ll find success in the world of RFPs. And remember, RFPs are just one way to bring in business. Don’t sleep on networking, social media, or strategic partnerships to build your client base.

Now go out there and grab those proposals like the PR powerhouse you are. ??