How to Respond to a Sources Sought Notice or RFI (Rule of Two Guide) | Intandem

Step 1: Understand How the "Rule of Two" Works Behind the Scenes (FAR 10.001 & FAR 19.502-2(b))

When a Contracting Officer posts a Sources Sought notice, they are filling out a Small Business Coordination Record (DD Form 2579 or agency equivalent) that decides who is allowed to bid.

Before a Contracting Officer can release any solicitation above the $350,000 Simplified Acquisition Threshold (FAR 2.101) as "Full and Open Competition" (where giant defense primes can bid), they must get approval from their agency’s **Small Business Specialist (OSDBU)** via a Small Business Coordination form (such as DoD DD Form 2579). To prove whether small businesses can do the work, they publish a **Sources Sought Notice** on SAM.gov for 10 to 15 days.

Here is what happens next: • If **zero or one** small business submits a credible response, the Contracting Officer checks "No expectation of 2+ small business offers" and releases the RFP as Full & Open. • If **two or more** credible small businesses (or two SDVOSBs, two WOSBs, two 8a firms, or two HUBZones) submit strong responses demonstrating they can meet the 13 CFR 125.6 performance rules, the Contracting Officer sets the contract aside! Even better, if you are 8(a), SDVOSB, WOSB, or HUBZone and only ONE firm proves capability under the sole-source cap ($5.5M services / $8.5M manufacturing per FAC 2025-06), the CO can convert it to a **Direct Sole-Source Award**.

Step 1 Checklist

• Set up daily alerts for "Sources Sought" and "Pre-Solicitation" notices in your NAICS codes—not just active RFPs.
• Remember: if you hold an SDVOSB, 8(a), WOSB, or HUBZone certification, even encouraging one peer with the SAME certification to also respond helps both of you lock out 95% of the market via a socio-economic set-aside!

Step 2: Write a Tailored 5-Page Sources Sought Response (Never Just Send a Brochure) (Market Research Evaluation)

A generic 1-page sales flyer gets marked "Non-Capable" by the government engineer. You must address the draft Statement of Work task-by-task.

When government technical evaluators review Sources Sought submissions, they grade each vendor as **Capable** or **Not Capable** on a simple checklist. If you just attach a generic 1-page Capability Statement without answering the specific questions in the notice, they mark you "Not Capable"—which means your response does NOT count toward the Rule of Two!

Structure your 3-to-8-page Sources Sought response into 5 clean sections: 1. **Section 1: Executive Summary & Explicit Set-Aside Recommendation:** State your UEI, CAGE, NAICS size status, SBA certifications, and explicitly ask the Contracting Officer: *"Based on our demonstrated capabilities below, [Company Name] respectfully recommends that this acquisition be set aside 100% for [SDVOSB / WOSB / 8(a) / HUBZone / Small Business] under NAICS [XXXXXX]."* 2. **Section 2: Direct Answers to Agency Questionnaire:** Copy every numbered question from the notice and answer it directly. 3. **Section 3: Task-by-Task Technical Capability Matrix:** Take the 4–6 main tasks from the Draft PWS and write 1 paragraph per task explaining how you perform it. 4. **Section 4: Relevant Past Performance & 13 CFR 125.6 Compliance:** Summarize 2–3 similar projects and confirm that your firm (and any Similarly Situated Entity partner) will perform >50% of the work. 5. **Section 5: Tailored 1-Page Capability Statement (Appendix).**

Step 2 Checklist

• Explicitly state in paragraph 1 which SBA Set-Aside (e.g., SDVOSB, WOSB, 8a, HUBZone, or Total Small Business) you recommend.
• Confirm in writing that your firm will comply with FAR 52.219-14 / 13 CFR 125.6 Limitations on Subcontracting (performing at least 50% of services).
• Answer every single administrative question in the notice (Contract Vehicles held, Facility Clearance level, bonding capacity, and business size).

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Step 3: Use Your Response to Shape the NAICS Code, Clearance & Evaluation Criteria (FAR 15.201 Exchanges with Industry Before Receipt of Proposals)

Before the RFP is issued, Contracting Officers are legally allowed to talk to you openly and change the requirements based on your advice.

Once a final RFP is published, the Contracting Officer enters a strict "blackout period" where all questions and answers become public. During the Sources Sought / RFI stage (FAR 15.201), however, the government actively welcomes one-on-one industry feedback!

Use the final page of your Sources Sought response ("Industry Recommendations to Enhance Competition") to politely shape the upcoming RFP: • **Recommend a Better NAICS Code:** If the draft notice uses a NAICS code with a tiny $12M size standard (or one where you aren’t WOSB-eligible), suggest a better-fitting code (e.g., `541512` at $34M) and explain why it matches the principal purpose. • **Remove Incumbent Traps:** If the draft PWS requires 10 years of experience on an obscure legacy system, suggest changing it to *"5 years of experience with enterprise cloud systems, including commercial equivalents."* • **Request a 15-Minute Capabilities Briefing:** Close by offering a brief virtual demo or technical Q&A with the Program Manager and Contract Specialist.

Step 3 Checklist

• Suggest constructive edits if the draft PWS contains overly restrictive requirements that favor only the incumbent.
• Follow up via email 5 business days after submitting your Sources Sought response to confirm receipt and ask for the anticipated RFP release timeframe.
• Track the notice ID in your pipeline so you are first in line the morning the final solicitation drops.