Find RFP easily in 2026

Key takeaways: 

Successfully finding RFPs requires a dual strategy: use dedicated databases to locate open government bids and proactive networking to unlock closed private opportunities. Don't rely solely on search; register as a vendor and build relationships with consultants to increase your chances of being on the shortlist. Once found, focus your efforts on qualified leads where you can strictly follow compliance instructions to maximize your win rate.

For bid managers and sales teams, the pipeline is everything. But before you can write a winning proposal, you have to find the opportunity. Every year, millions of dollars in business are awarded through the request for proposal (RFP) process. Whether you are a small agency looking to break into government contracts or an enterprise team hunting for corporate RFPs, knowing where to look is the difference between a dry pipeline and a record-breaking year.

However, finding these opportunities isn't always straightforward. The landscape is fragmented. Government agencies are legally required to post open RFPs, but finding them often feels like looking for a needle in a haystack of bureaucratic websites. On the other hand, private organizations often keep their cards close to the chest, issuing invitation-only RFPs that never see the light of day on a public portal.

If you are ready to stop waiting for leads to fall into your lap and start proactively finding RFPs, this guide is for you. We will cover everything from key definitions and the types of RFPs available to advanced manual search strategies and how to get invited to the exclusive "closed" tables.

Key RFP definitions

Before we dive into the specific strategies for finding RFPs, it is critical to level-set on the terminology. The procurement world is full of acronyms, and understanding the nuance between them can help you refine your RFP strategy.

What is an RFP?

RFP stands for Request for Proposal. It is a formal document soliciting information and bids from potential vendors. The document typically includes a collection of RFP questions that help buyers gather standardized information, compare capabilities, and select the best supplier for a project. Unlike a simple price quote, an RFP asks for a solution to a problem.

Why do companies use RFPs?

Organizations use RFPs to organize complex procurement projects and improve objectivity in supplier selection. By forcing all vendors to answer the same questions, the buyer can make an apples-to-apples comparison.

• Risk reduction: The thorough nature of the process reduces overall vendor risk.
• Cost management: Competition naturally drives better pricing and value.
• Compliance: Many private companies have a procurement policy that requires bids from at least three suppliers.
• Transparency: Government agencies are required to issue RFPs publicly to ensure tax dollars are spent in a fair, transparent way.

Other common acronyms

• RFI (Request for Information): RFI is used when a buyer is still educating themselves on the market. They aren't ready to buy yet; they are just gathering data.
• RFQ (Request for Qualifications): RFQ focuses on the vendor’s expertise and past performance rather than a specific solution or price.
• RFB (Request for Bid): RFB is typically used when price is the only differentiating factor (e.g., buying 500 laptops).

Two types of RFPs you can find

Not all RFP opportunities are created equal. Broadly speaking, the market is divided into two categories: open RFPs and closed RFPs. Your strategy for finding RFPs will depend entirely on which of these buckets you are targeting.

Open RFPs

Open RFPs, often called public RFPs, are available for anyone to respond to. Generally, these appear on the RFP issuer's website and can be downloaded by any interested party.

Government RFPs: The vast majority of open RFPs come from the public sector. Federal, state, and local government agencies use the RFP process for almost all their procurement needs. Because they are spending public money, RFP regulations mandate that the process be auditable, objective, and transparent. This means you can find government RFPs online with relative ease if you know where to look.

Education RFPs: Similar to government bodies, public schools and universities often operate with public funding. Consequently, they follow procurement guidelines that require them to post education RFPs publicly. These are excellent sources of open RFPs for vendors in the ed-tech, facilities, or services sectors.

The pros and cons of open RFPs. While open RFPs are easy to access, they come with trade-offs.

• Pros: They are plentiful. You don't need a pre-existing relationship to bid. The contracts are often high-value and long-term.
• Cons: They are highly competitive. Since anyone can bid, you might be competing against dozens of other firms. They often prioritize price over value. The contract terms are rigid, and the submission criteria can be incredibly strict (e.g., specific font sizes, margin requirements).

Closed RFPs

Many private organizations use closed RFPs, sometimes called invitation-only RFPs or private RFPs. In this scenario, the organization conducts market research, selects a handful of qualified vendors, and privately invites them to submit a proposal.

Business RFPs: Corporations of all sizes issue business RFPs for goods and services. However, because private companies are not subject to the same transparency laws as the government, they often prefer the efficiency of a closed process. They might invite three vendors they already know or have found through a request for information.

Consultant- or broker-managed RFPs: For high-stakes procurement projects (like swapping out a massive IT infrastructure or selecting a new benefits provider), businesses often hire a third-party consultant. These brokers manage the RFP process on behalf of the client. Because brokers have deep industry knowledge, they tend to issue broker-managed RFPs only to a pre-vetted list of vendors.

The pros and cons of closed RFPs

• Pros: The competition is lower (usually 3-5 vendors). The buyer is often looking for a strategic partner rather than just the lowest price. The RFP timeline is usually faster.
• Cons: You cannot find them via a simple Google search. You have to be invited.

Hybrid RFPs

A third, less common category is hybrid RFPs. This happens when an organization invites specific vendors but also posts the online RFP for public viewing. This is frequent with non-profit organizations that need to show transparency for grant funding but also want to ensure they get high-quality bids from known partners.

Where and how to find RFPs

Now that we understand the landscape, let's get tactical. How do you actually go about finding RFPs? There are two primary schools of thought: paying for technology to do it for you, or mastering the art of the manual search.

Use an RFP database

If you have the budget and want to scale quickly, an RFP database is the most efficient route. These are specialized software tools or services that scour the internet, scraping thousands of government websites, newspapers, and portals, to aggregate RFP opportunities into a single dashboard.

What to look for in RFP databases There are dozens of RFP services out there. When evaluating them, consider:

• Coverage: Does it cover just government RFPs, or does it also scrape corporate portals?
• Filtering: Can you filter by region, industry, and keywords?
• Notifications: Will it email you daily with new matches?
• Cost: Subscriptions can range from $10/month to thousands per year.

Popular RFP databases There are many players in this space. Some focus exclusively on the public sector, while others try to capture corporate RFPs as well.

• FindRFP: A popular tool for tracking government contracts and open RFPs.
• GovSpend: Focuses heavily on historical spending data and government RFPs.
• The RFP Database: A user-contributed site that allows for searching for RFP leads across various sectors.
• BidNet: Specializes in aggregating state and local government bids.
• RFP Finder: Various tools use this name to help vendors identify RFP online listings.

Using an RFP database saves time. Instead of visiting 50 different city websites every morning, you log into one portal. However, remember that these databases mostly capture open RFPs. They rarely help you access the hidden market of invitation-only RFPs.

Search for RFPs manually

If you are a smaller team or if you simply want to uncover opportunities that the aggregators might miss, you can search for RFP leads manually. It requires patience and practice, but it is the most cost-effective way to find RFP opportunities.

Google search for government RFPs

Because government agencies are required to post their needs online, Google is your best friend. However, a generic search for "marketing RFPs" will yield too much noise. You need to use specific search operators.

Effective search strings:

• site:.gov "request for proposal" + [your industry]
• filetype:pdf "RFP" + [your service] + 2025
• "invitation to tender" + [city name]
• "request for bid" + [state]

When you find open RFPs via Google, check the dates carefully. Government RFPs have strict deadlines. If you find a perfect opportunity but the submission is due in 48 hours, you might not have enough time to pull together a compliant response.

Browse government portals directly

Most states and large cities have a dedicated procurement portal. If your ideal customer profile is a specific geographic region, bookmark their procurement pages.

• Look for links labeled "Procurement," "Business Opportunities," "Bids & Tenders," or "Vendor Services."
• Register for their email alerts. Most cities will let you sign up to be notified when a new public RFP in your category is released.

Find open RFPs on social media

Believe it or not, social media is an increasingly popular place for finding RFPs.

• LinkedIn: This is the gold standard for corporate RFPs and B2B opportunities. Search for hashtags like #RFP, #RequestForProposal, or #Procurement. Follow procurement managers in your target industries.
• Twitter/X: While more chaotic, many government bodies and non-profit organizations tweet out links to their open RFPs. A simple search for "new RFP available" can turn up surprising results.

How to get invited to closed RFPs

Finding open RFPs is a game of search. Getting into closed RFPs is a game of relationships. Since these opportunities are not posted on RFP databases, you cannot "find" them in the traditional sense. You have to attract them.

Proactively reach out to potential buyers

If you want to be included in private organizations' bids, they need to know you exist. You cannot wait for the phone to ring.

• Identify targets: Use your ideal customer profile to build a list of top 50 target accounts.
• Connect with procurement: Don't just talk to the end-users. Find the procurement manager or the sourcing team on LinkedIn.
• The Ask: Reach out with a simple, value-driven message. "We specialize in X for your industry. We would love to be considered for future RFP opportunities. Do you have a vendor database or registration process we should complete?"

Align with presales, sales, and marketing

This is where account-based marketing (ABM) comes into play. Your sales and marketing teams are likely already targeting specific high-value accounts. Ensure that "getting on the RFP list" is a key objective of those campaigns.

• If a sales rep is talking to a prospect, have them ask: "How does your company handle procurement projects? Is there a formal RFP process coming up?"
• Use request for information (RFI) opportunities seriously. If a company issues an RFI, it is often a precursor to a closed RFP. Responding to the RFI is your ticket to the dance.

Register as a supplier or complete a vendor profile

Many large corporations (like banks, insurers, and tech giants) have formalized vendor onboarding processes. Even if they don't have an active bid, they maintain a library of pre-vetted suppliers.

• Go to the footer of their website and look for "Supplier Diversity," "Vendor Relations," or "Become a Supplier."
• Fill out the vendor applications thoroughly.
• Upload your diversity certifications if you have them (WBE, MBE, VOB). Many corporate RFPs have set-asides for diverse suppliers, and this can be your "in."

Get on a broker or consultant's radar

As mentioned earlier, broker-managed RFPs are a huge slice of the market. If you are in insurance, employee benefits, construction, or enterprise software, some likely consultants act as gatekeepers.

• Identify the top consulting firms in your niche.
• Reach out to them to introduce your firm. "We know you manage RFPs for the X industry. Here is a one-pager on our capabilities. How can we get on your radar for future client searches?"
• Building a relationship here can lead to a steady stream of invitation-only RFPs without you ever having to do a manual search again.

5 tips for winning more RFPs

You have subscribed to the RFP database, you have optimized your Google searches, and the leads are flowing in. Now, how do you convert those leads into revenue? Finding the RFP is only step one. Here are five tips to improve your win rate.

1. Make sure you are qualified

The most common mistake teams make is bidding on everything. Just because you found an RFP doesn't mean you should answer it.

• The Bid/No-Bid decision: Establish a rigorous bid/no-bid process. Look at the evaluation criteria, the contract terms, and the scope.
• Resource check: Does your proposal team have the bandwidth? Responding to an RFP takes dozens of hours. If you throw resources at a low-probability bid, you burn out your team and miss out on better opportunities.
• Compliance: Do you meet the mandatory requirements (e.g., insurance limits, years in business, diversity certifications)? If not, don't bid.

2. Research your prospect

Before you write a single word of your RFP response, learn everything you can about the RFP issuer.

• Read the documents, And then read them again. Look for clues about their pain points.
• Check historical data: For government RFPs, you can often see who won the contract last time and for how much. Tools like GovSpend are great for this.
• Understand the goal: Are they trying to save money? Innovate? Reduce risk? Tailor your executive summary to this core motivation.

3. Pay attention to the instructions

RFP compliance is not a suggestion; it is a requirement. This is especially true for public RFPs and government contracts.

• Formatting: If they ask for 12-point Times New Roman, give it to them. If they want the response in three separate binders, do it.
• Submission method: Do not wait until 4:59 PM to upload your file to the portal. Technical glitches happen.
• Structure: Follow their numbering system exactly. If their question is 1.4.a, your answer should be labeled 1.4.a.
• Consequence: Failure to follow submission criteria is the easiest way for a procurement manager to disqualify you without even reading your proposal.

4. Ask questions

RFPs are notorious for being vague. "Provide a comprehensive solution for IT" could mean anything.

• Use the Q&A period: Almost every RFP timeline includes a window for vendor questions. Use it.
• Be strategic: Ask questions that clarify the scope but also highlight your strengths. (e.g., "The RFP asks for X. Given that industry standards are shifting to Y, would you accept a solution that offers Y?")
• Don't guess: If you guess wrong, you lose. It is better to ask.

5. Make sure your messaging hits the mark

Your RFP response should not just be a copy-paste of your technical specs. It needs to be a persuasive sales document.

• Customer-centric: Stop starting every sentence with "We." Start with "The Agency," "The Company," or "You."
• Benefit-led: Don't just list features. Explain the benefit. "We offer 24/7 support" is a feature. "We offer 24/7 support so your team never faces downtime during critical hours" is a benefit.
• Leverage your library: Use a proposal knowledge library or RFP software to access your best content, but always tailor the final output to the specific client.

A final bit of advice

Now that you know how to fill your pipeline with opportunities, a word of caution: just because you found an RFP doesn’t mean you should pursue it. The quickest way to burn out your team is chasing bad leads.

Before you start writing, you need to qualify. This is where SiftHub changes the game. It doesn’t just automate the writing; it automates the decision-making. SiftHub’s AI analyzes incoming RFPs against your company’s strengths, assessing solution fit, risk profiles, and timelines—to give you an instant recommendation on whether to proceed.

Master the framework: Read our guide to the Bid/No-Bid process

Frequently Asked Questions

1. What is the best strategy for finding RFPs and to search for RFP leads?

The most effective strategy combines manual methods, like monitoring social media and agency websites, with automated tools. While you can search for RFP leads manually using Google advanced operators, using a dedicated aggregator is often faster for scaling your pipeline.

2. Where can I find a specific government RFP or other public RFPs?

Government RFPs are legally required to be transparent. You can find public RFPs on city, state, or federal procurement portals (like SAM.gov in the US). For a broader view, many vendors use aggregation tools to track these RFPs across multiple states simultaneously.

3. Should I subscribe to an RFP database like FindRFP or The RFP Database?

Yes, if you want to save time. Tools like FindRFP, GovSpend, or The RFP Database scrape thousands of sources daily. Instead of visiting 50 different websites, an RFP database centralizes the data, delivering relevant opportunities directly to your inbox.

4. How do I find RFPs that are listed as open RFPs?

Open RFPs are typically hosted on the issuer's website or a public portal. To find RFPs in this category, identify the agencies or schools that fit your ideal customer profile and bookmark their procurement pages, or set up Google Alerts for their specific announcements.

5. Can I find corporate RFPs that are not listed as an open RFP?

Yes, but it requires networking. Unlike an open RFP, corporate RFPs are often "invitation-only." To access them, you need to build relationships with procurement managers, register on their vendor portals, or connect with consultants who manage these private bids.

6. Are paid RFP databases and RFP services worth the investment?

For most teams, yes. RFP services and RFP databases cost money, but they save countless hours of manual labor. If a subscription helps you land just one extra contract a year, the ROI is usually positive.

7. How does an RFP finder help me find RFP opportunities?

An RFP finder acts as a search engine specifically for procurement. Using advanced filters (like location, industry, and keyword), it helps you cut through the noise and find RFP opportunities that match your exact criteria, ensuring you don't waste time on irrelevant bids.

8. Where can I access RFP online listings and online RFP portals?

You can access RFP online listings through state procurement sites, university bid boards, and commercial aggregators. An online RFP portal allows you to download documents and often submit your proposal digitally.

9. What is the difference between a public RFP and private RFPs?

A public RFP is issued by a government or tax-funded entity and is open to all bidders. Private RFPs are issued by corporations and are often restricted to a pre-selected group of vendors.