Responding to technology RFPs whether for government agencies, nonprofits, or public institutions, requires more than just good writing. It’s about strategy, collaboration, research, and precise execution. And if you’re a small or midsize tech company without a dedicated proposal team, the right tools can make the difference between burnout and bidding brilliance.
At The Bid Daily, we’ve curated a list of top free and paid tools designed to help you manage the end-to-end RFP response process, from discovery to submission, with a focus on technology RFPs. Whether you’re handling website redesigns, software development, cloud services, or IT infrastructure bids, these tools can help you streamline your efforts.
🛠️ 1. RFP Discovery & Tracking Tools
✅ Free
RFP Database
The RFP Database, a database for government, for-profit, and non-profit request for proposals (RFP) without any subscription/membership fees.
SAM.gov (US only)
The official U.S. government procurement portal. Free to use but can be overwhelming and keyword unfriendly.
Best for: Federal technology contracts and grants.
Tip: Use saved searches + email alerts to stay ahead.
💼 Paid
The Bid Daily (TBD)
Curated database of active government and nonprofit technology RFPs, RFIs, and RFQs. Designed for early-stage vendors who need clarity, filters, and summaries, not just PDF dumps.
Best for: Finding web, app, and IT development opportunities quickly.
GovWin IQ by Deltek
Premier intelligence platform for government contracts. Pricey, but powerful insights into buyer behavior and competitor analysis.
Best for: Enterprise teams with multiple presales roles.
Downside: Cost-prohibitive for small teams.
Onvia (by DemandStar)
Great for state and local government RFPs with some predictive analytics.
Best for: Regional tech firms scaling operations.
📂 2. Proposal Content Management Tools
✅ Free / Freemium
Notion or Google Docs
Good for organizing content libraries, boilerplates, and past responses. Easy to collaborate on.
Best for: Teams that need simplicity over structure.
Tip: Create a tag-based system to organize by RFP type or agency.
TBD Proposal Template (100 Percent Editable in Microsoft Word)
A 35-page editable template specifically designed for tech-focused RFP responses, including editable US maps, org charts, timelines, and pre-written content blocks.
Best for: Teams with beginner to intermediate Word skills.
Where to get it: Pro Proposal Template
💼 Paid
Loopio
A proposal content library tool with smart search and collaboration. Ideal if you respond to recurring RFIs/RFPs.
Best for: SaaS or IT firms with repetitive questions across RFPs.
RFPIO
Offers AI-assisted auto-responses, integrations with CRMs, and a strong content library.
Best for: Mid-size tech firms juggling high volume bids.
📅 3. Project & Deadline Management Tools
✅ Free / Freemium
Trello / Asana / ClickUp
Visual project boards are perfect for managing RFP tasks, deadlines, stakeholder reviews, and submission checklists.
Best for: Teams with multiple contributors (e.g., product managers, SMEs, writers).
Airtable
Offers flexible database-style tracking with calendar, Kanban, and table views.
Best for: Mapping RFP timelines and status by opportunity.
💼 Paid
Smartsheet
More robust and better suited for complex proposal workflows, especially with multiple contributors or compliance steps.
Best for: Teams responding to high-stakes or federal RFPs.
✍️ 4. Writing, Editing & Design Tools
✅ Free / Freemium
Grammarly
Real-time grammar and tone checking. Free version is solid for catching errors; premium includes suggestions for formality and clarity.
Best for: Polishing technical narratives and executive summaries.
Canva (for Proposal Covers or Graphics)
Easy to use for creating RFP cover pages, team bios, org charts, and visual timelines.
Best for: Small teams without a designer.
💼 Paid
Adobe Acrobat Pro
For combining, editing, and securing final PDFs—especially important when proposals have strict formatting rules.
Best for: Submission-ready formatting.
Designrr / Visme
Tools for turning plain documents into more visually compelling PDFs, helpful for nonprofits or creative tech firms submitting marketing-style proposals.
🤝 5. Collaboration & SME Input Tools
✅ Free / Freemium
Slack or Microsoft Teams
Use for internal RFP channels and file sharing.
Tip: Create dedicated threads per RFP and pin deadlines.
Google Forms / Typeform
Great for collecting inputs from SMEs on short timelines.
Use case: “Please describe how we implement QA in DevOps” → form link.
🎯 Final Thoughts
While large proposal teams may rely on expensive end-to-end platforms, you don’t need enterprise software to win technology RFPs. You need the right stack tailored to your team size and workflow. Start with one or two free tools, then layer in paid options as your win rate and response volume grow.
Need a starting point? Download The Bid Daily’s editable proposal template, set up a simple Airtable tracker, and use Grammarly to polish your next response. With the right tools and a focused team, you’ll be ready to compete with the best.
