How to Write Winning State and Local Government Proposals
How to Write Winning State and Local Government Proposals (and How It Differs from Federal)
For small and mid-sized businesses, government contracting can open the door to steady growth. But here’s the catch: writing proposals for state and local agencies is not the same as writing for the federal government. Each level has its own rules, evaluation style, and even unspoken expectations.
Understanding these differences can be the deciding factor between winning and losing your next contract.
1. Formatting: Federal Rigid, State/Local Flexible
Federal Proposals
Federal solicitations usually follow the Federal Acquisition Regulation (FAR). They come with strict templates, section requirements, and formatting rules. Something as small as exceeding a page limit or mislabeling an appendix can disqualify your bid.
State & Local Proposals
State and municipal agencies vary widely. One RFP may want a simple 10-page narrative; another might require dozens of forms, affidavits, and certifications. They tend to be less rigid than federal proposals but often more inconsistent.
Pro Tip: Never assume you can recycle the same template. Federal proposals demand exact compliance; state and local proposals reward flexibility while still punishing missed details. In practice, I use a lot of common content from one proposal to the next, but think of this as more of a “code block” - not a “template.” AI is a great tool for making quick customizations to the pre-written paragraphs
2. Evaluation: Technical Scoring vs. Practical Fit
Federal
Federal agencies evaluate proposals against a published scoring system. Every requirement is graded, and “best value” often means balancing technical quality with price. Past performance is heavily weighted, and reviewers usually have deep procurement experience.
State & Local
Evaluations can be less formal. City councils, county boards, or local procurement teams may place a stronger emphasis on clarity, practicality, and alignment with community goals. Subjective impressions — such as trustworthiness or ease of working with you — often matter as much as technical scoring.
Answering the requirements by parroting back that the bidder will comply with the requirement is easy to do - but ensure the opportunity is truly a fit for the company.
Pro Tip: For local proposals, write in plain, clear language. Show how your solution directly benefits the agency and its community — not just that you can deliver the scope.
3. Relationships: National Past Performance vs. Local Visibility
Federal
At the federal level, proposals live and die by documented past performance (CPARS, references, and subcontract history). Relationships play less of a role in evaluation.
State & Local
Relationships matter more. Pre-bid conferences, vendor outreach events, and even informal connections with procurement officers can influence the evaluator’s confidence in your business.
Pro Tip: Invest time in local networking. Many state and city agencies prefer to award contracts to businesses they know and trust.
4. Scoring Incentives: Federal Set-Asides vs. Local Preferences
Federal
Programs like SDVOSB, 8(a), HUBZone, and WOSB offer dedicated set-asides and evaluation advantages.
State & Local
Incentives vary by jurisdiction. For example, California’s Disabled Veteran Business Enterprise (DVBE) Program awards bid incentives and requires prime contractors to meet DVBE subcontracting goals. Many counties and cities also apply local vendor or minority-owned business preferences that can tip the scales in close competitions.
Pro Tip: Always research the specific preferences in your target market. A two- or five-percent scoring boost can be the edge that wins the award.
Key Takeaways
Winning government contracts requires adapting your strategy. Federal proposals reward strict compliance and technical depth. State and local proposals reward clarity, relationships, and alignment with community values.
If you want a deeper step-by-step guide to mastering proposal writing, check out my book:
