Guide to Writing a Successful Solar RFP Response
- Sarah Lozanova
- Dec 22, 2025
- 12 min read
Updated: 3 days ago
Table of Contents
Many government agencies, schools, non-profits, and businesses now procure solar through a formal solar RFP process to secure competitive pricing, reliable partners, and long-term performance. These RFPs for solar projects are central to modern solar procurement, especially for commercial systems, municipal portfolios, and solar PPA RFPs where ownership, risk, and returns must be clearly defined upfront.
Winning work in this environment depends on more than price alone. A strong solar RFP response and well-structured solar project proposal can significantly improve your chances when competing on complex solar bids. This guide walks through how the solar RFP process works and how to submit proposals that stand out, score well, and convert into awarded projects.
What Is a Solar RFP and How Does the Solar Procurement Process Work?
A solar RFP (Request for Proposal) is a formal document used in solar procurement to solicit competitive bids from qualified contractors or developers. Organizations issue an RFP for a solar project to compare pricing, technical approaches, timelines, and risk mitigation strategies before awarding a contract.
Solar RFPs are commonly used for commercial solar, municipal projects, schools, nonprofits, and large portfolio deployments. They define project goals, technical requirements, evaluation criteria, and contractual structure so bidders can submit comparable solar bids and solar project proposals.
From a contractor’s perspective, understanding how solar power project bidding works is critical. The RFP process is not just about price. It evaluates how well a bidder addresses engineering assumptions, interconnection risk, permitting readiness, financing structure, and long-term performance.
How Solar Procurement Typically Works
While formats vary, most solar procurement processes follow a predictable sequence:
The issuing organization defines project goals and releases an RFP for solar project bids
Contractors submit a structured solar RFP response or solar installation proposal
Proposals are scored using technical, financial, and experience-based criteria
Shortlisted bidders may be invited to interviews or best-and-final offers
A contract is awarded, and project development begins
For installers and EPCs, the goal is to submit a competitive solar bid that clearly aligns with the RFP scoring framework while minimizing perceived delivery risk.
Industry Resources That Shape Solar RFPs
Many organizations rely on established public-sector guidance when drafting solar RFPs. As a result, contractor responses often reflect these same frameworks.
Widely used resources include:
The American Cities Climate Challenge On-Site Solar RFP template, which standardizes scope, evaluation criteria, and ownership models for municipal solar procurement
The National Renewable Energy Laboratory (NREL) guidance, including Writing Solar Requests for Proposals (RFPs): Lessons from NREL’s University PV Implementation Assistance Program, which informs technical requirements, financial modeling, and risk allocation
Types of Solar RFPs (EPC, Design-Build, PPA, PV + Storage)
Not all solar RFPs are the same. The RFP structure determines how risk, ownership, and responsibility are allocated, which directly affects how you should prepare your solar project proposal.
EPC and Design-Build Solar RFPs
In EPC or design-build RFPs, the owner typically purchases the system outright. Contractors are responsible for design, permitting, construction, and commissioning.
These RFPs emphasize:
Detailed solar installation scope of work
Engineering assumptions and equipment selection
Permitting, interconnection, and AHJ readiness
Schedule certainty and cost control
Solar PPA RFPs
A solar PPA RFPÂ (power purchase agreement) is used when the owner does not want to own the system. Instead, a third party finances, owns, and operates the asset.
PPA-focused RFPs prioritize:
Levelized cost of energy
Creditworthiness and financing structure
Long-term operations and maintenance
Interconnection and performance guarantees
PV + Storage and Hybrid RFPs
More organizations are issuing RFPs for solar PV plus storage, especially where resiliency or peak demand management is a goal.
These RFPs typically require:
Integrated system modeling
Utility coordination and export limitations
Advanced interconnection analysis
Clear delineation of control strategies and use cases
What Information Is Included in a Solar RFP for a Solar Project?
A well-structured solar RFP clearly defines project expectations so contractors can submit accurate, competitive solar bids. Understanding what information is included in an RFP for a solar project helps solar installers, EPCs, and developers prepare compliant proposals and avoid scope gaps that can weaken a solar bid.
Most solar procurement documents include the following core sections to standardize solar power project bidding and proposal evaluation:
Solar project overview and purpose
Solar installation scope of work
Solar procurement schedule
PV proposal requirements
Solar proposal evaluation criteria
RFP attachments and supporting documentation
Below is a breakdown of each section and how it affects your solar project proposal.
Solar Project Overview and Purpose
This section outlines the goals and constraints of the solar project. It typically includes a high-level description of the site, targeted annual energy production, and the organization’s motivation for issuing the solar RFP.
Key details often include:
Project location and site type (rooftop, carport, ground-mounted)
Facility load data and existing electrical service
Preferred ownership structure, such as direct ownership or a solar PPA RFP
O&M expectations and system monitoring requirements
Known site limitations, including shading, roof condition, or soil constraints
A clear project overview allows bidders to align system design, pricing, and risk assumptions early in the solar procurement process.
Scope of Work
The solar installation scope of work defines contractor responsibilities from design through commissioning. This section is critical for avoiding misunderstandings that can lead to change orders or lost points during evaluation.
Common scope elements include:
Design guidelines and technical specifications
System capacity targets and performance requirements
Commissioning and testing expectations
Ownership transfer and warranty responsibilities
Roles and responsibilities across design, solar permitting, installation, and O&M
All solar RFP responses must demonstrate compliance with applicable building codes, electrical codes, and utility interconnection standards. In many commercial and public-sector bids, permitting readiness is a differentiator.
Solar Procurement Schedule
The procurement schedule establishes the timeline for the entire bidding and delivery process. Missing deadlines or failing to align with this schedule can disqualify an otherwise strong solar bid.
Typical milestones include:
RFP release and pre-bid questions
Proposal submission deadline
Evaluation and shortlisting period
Contract negotiation and award
Design, permitting, and installation timeline
PV Proposal Requirements
This section specifies how the solar project proposal must be structured and what content is required. Many organizations provide a standardized format to make it easier to compare competitive solar bids.
Most solar RFP responses include:
Cover letter and executive summary
Pricing details, such as cost per kW or PPA pricing per kWh
Solar project pricing (price per kW of capacity or kWh of production for solar PPAs)
PV equipment information (solar panels, inverters, mounting systems, battery bank if applicable, and equipment warranties)
Solar equipment standards and panel certifications (including UL 1703 for PV modules and UL 1741 & IEEE 1547 for solar inverters)
Array configuration details, including tilt, orientation, and capacity
Energy production estimates and shading analysis
Contractor qualifications, project experience, and team structure
Solar permitting, interconnection, and engineering approach
Some RFPs for solar projects may require supporting local, woman-owned, or minority-owned businesses and using local labor. Also, some projects may include a marketing or community education component, which should be addressed in the solar RFP response.
Evaluation of an RFP for Solar Projects
Most organizations disclose how solar bids will be scored, often using a weighted matrix. Understanding the evaluation framework allows contractors to prioritize the most heavily weighted sections of their response.
Common evaluation criteria include:
Relevant solar project experience
Technical approach and system design quality
Compliance with permitting and interconnection requirements
Cost-effectiveness and financial clarity
Project schedule and execution plan
When internal engineering capacity is limited, partnering with an experienced engineering provider can help strengthen technical sections and improve scoring consistency across multiple solar bids.
Solar RFP Attachments
Attachments provide the technical context bidders need to prepare accurate proposals. These materials often include:
Site photos and aerial imagery
Architectural and structural drawings
Electrical one-line diagrams
Utility rate schedules and historical energy usage
Draft contracts, pricing forms, and legal terms
How to Respond to a Solar RFP: Solar Bid and Proposal Best Practices
Winning competitive solar bids starts with a disciplined approach to the solar RFP process. Whether you are bidding on commercial rooftop systems, ground-mounted PV, or PV plus storage projects, a strong response to an RFP for a solar project requires more than pricing alone. Your proposal must demonstrate technical credibility, execution readiness, and a clear understanding of solar procurement requirements.
The steps below outline proven best practices for solar power project bidding and improving your success rate when you bid on solar projects.
Step-by-Step Process to Respond to a Solar RFP
📌Analyze the Solar RFP Thoroughly
Start by reviewing the solar RFP line by line. Map requirements to proposal sections and identify mandatory deliverables, submission deadlines, evaluation criteria, and compliance thresholds. This step forms the foundation of any effective solar bid.
📌Research the Issuing Organization
Understand the organization issuing the renewable energy RFP. Review sustainability goals, past solar installations, procurement preferences, and whether the project is structured as direct ownership or a solar PPA RFP. Tailoring your response improves alignment and scoring.
📌Conduct a Site Review or Desk Assessment
If permitted, visit the site or perform a remote assessment. Clarify layout constraints, electrical service, interconnection risks, and constructability issues that could impact your solar project proposal or installation scope of work.
📌Assess Internal Capabilities and Gaps
Confirm that your team can meet design, permitting, engineering, and interconnection requirements. If internal resources are limited, secure RFP support for PV or BESS projects early to avoid credibility gaps later in the process.
📌Draft a Clear, Compliant Solar Project Proposal
Your solar installation proposal should directly address every requirement in the RFP for solar project documents. Avoid generic language and focus on site-specific solutions, risk mitigation, and execution plans.
📌Review Against an RFP Response Checklist
Before submission, validate your proposal against a formal RFP response checklist. Confirm that all attachments, certifications, pricing forms, and technical narratives are complete and properly labeled.
📌Submit Early and Confirm Receipt
Late or incomplete submissions are a common reason companies lose solar bids. Submit ahead of the deadline and confirm receipt per the solar procurement instructions.
How to Structure a Solar RFP Response and Solar Project Proposal
A clear structure is essential for solar procurement teams comparing multiple bids. Even the strongest technical solution can lose points if evaluators cannot easily score it. Use headings, tables, and visuals where appropriate, but always follow the structure requested in the solar RFP.
Below is a proven framework used in competitive commercial solar proposal templates and solar PV project proposal templates.
Executive Summary
The executive summary sets the tone for your entire solar bid and is often read first by decision-makers.
Company Overview and Qualifications - Briefly introduce your company, highlighting relevant experience bidding on solar projects of similar size and complexity.
Alignment With Solar RFP Requirements - Clearly state how your proposal meets the solar RFP scope, procurement goals, and ownership or PPA structure.
Value Proposition - Summarize why your solution offers the best balance of cost, performance, schedule, and risk mitigation for this solar power project.
Project Understanding and Technical Approach
This section demonstrates that you understand the real-world challenges of the site and project.
Project Goals and Constraints - Describe the project objectives, site conditions, interconnection limitations, and permitting considerations relevant to the solar bid.
Design and Installation Strategy - Explain your approach to system design, equipment selection, layout optimization, and long-term performance.
Technology Selection - Detail your proposed solar panels, inverters, racking, monitoring, and storage systems, if applicable, and explain why they are appropriate for this project.
Detailed Work Plan and Schedule
Procurement teams want confidence that you can execute on time.
Phased Execution Plan - Outline key phases such as design, permitting, procurement, installation, commissioning, and PTO.
Milestones and Timelines - Provide realistic milestones that align with the solar procurement schedule.
Deliverables - List design documents, permit sets, inspection milestones, and commissioning requirements.
Qualifications and Experience
This section supports trust and risk reduction.
Relevant Solar Project Experience - Highlight past projects similar to the current RFP solar opportunity, including size, market, and ownership structure.
Project Team - Include bios for key personnel and identify any third-party engineering or interconnection partners supporting the solar installation proposal.
Financial Proposal
Pricing clarity is critical for competitive solar bids.
Cost Breakdown - Provide transparent pricing for equipment, labor, engineering, permitting, interconnection, and optional services.
Value Justification - Explain how your pricing reflects long-term reliability, reduced change orders, and minimized permitting or interconnection delays.
Risk Management and Compliance
Strong risk planning can differentiate your solar bid.
Identified Risks - Address permitting delays, interconnection constraints, supply chain issues, and schedule risks.
Mitigation Strategies - Describe how you reduce risk through standardized engineering, early utility coordination, and proactive AHJ engagement.
Compliance and Certifications
Compliance is non-negotiable in renewable energy RFPs.
Code and Regulatory Compliance - Confirm adherence to building codes, electrical codes, utility standards, and environmental requirements.
Certifications and Credentials - Include NABCEP credentials, licensing, and other certifications required under the solar RFP.
Solar RFP Response Checklist for Competitive Solar Bids
Before submitting a solar RFP response, use this checklist to confirm your proposal is complete, compliant, and positioned to win. Strong solar bidding guidelines reduce reviewer friction and improve scoring across technical, financial, and risk categories.
Solar RFP response checklist:
RFP requirements reviewed and clearly mapped to proposal sections
Solar installation scope of work defined with assumptions and exclusions
Interconnection, permitting, and AHJ risks identified and addressed
Financial model aligned with ownership structure or solar PPA RFP terms
Supporting documentation attached, labeled, and easy to reference
A structured RFP response checklist helps ensure consistency across proposals and supports more competitive solar bids, especially when evaluators are comparing multiple solar project proposals side by side.
Responding to a Solar PPA RFP
A solar PPA RFP requires a different approach than bidding on a direct-ownership project. Instead of selling an installed system, you are proposing a long-term solar power purchase agreement (PPA) that delivers predictable energy pricing, performance guarantees, and ongoing operations support. Many organizations issuing an RFP for solar project under a PPA structure are focused on risk transfer, price certainty, and execution reliability.
When responding to a solar PPA RFP, your proposal should clearly define ownership structure, contract term length, escalation rates, and performance guarantees. Pricing transparency is critical. The RFP response should explain how the PPA rate is calculated, how incentives are monetized, and how energy production risk is managed over time. This is especially important for public entities, schools, and nonprofits that rely on long-term budget stability.
Technical credibility also matters. A strong solar project proposal for a PPA should include preliminary system sizing, energy modeling assumptions, interconnection approach, and a realistic development schedule. Permitting and utility coordination are frequent points of failure in solar power project bidding, so outlining how these risks will be addressed strengthens your position. Contractors who use standardized engineering inputs and permitting workflows often score higher on feasibility and execution criteria.
How Solar RFPs Are Evaluated
Organizations often use a point system to evaluate solar RFP responses, which commonly include:
Cost-effectiveness of the solar project
Technical approach
Implementation schedule
Qualifications and experience of solar installation company and team member experience
How to Win an RFP for a Solar Project
Securing a contract through an RFP for a solar project starts with a well-crafted, detailed response. Success begins with a thorough understanding of the project's scope, objectives, and site conditions. Conduct a solar feasibility analysis and an on-site solar survey to gather essential data.
Tailor Your Response – Customize your solar RFP submission with site-specific details, photos, and graphics that align with project requirements. Address site limitations and showcase how your proposal meets the client’s energy goals.
Highlight Expertise – Demonstrate your solar company's qualifications by showcasing past projects, team experience, professional certifications, and references. Prove your ability to handle design, permitting, installation, and ongoing maintenance.
Provide Key Documentation – Include technical details such as system design, site modifications, solar equipment specifications, warranties, and estimated energy output. Keep your response clear, concise, and relevant.
Set a Realistic Timeline – Develop a project timeline that aligns with the solar RFP specifications, ensuring feasibility and efficiency.
Meet the Deadline – Submit your response on time with all necessary documents to maximize your chances of winning the project.
Common Mistakes in Solar Project Bidding
Even experienced contractors can lose competitive solar bids due to avoidable gaps in their solar RFP response. The most common issues tend to surface around scope clarity, assumptions, and compliance details.
Frequent solar project bidding mistakes include:
 ⛔ Incomplete scope of work - Vague or missing details in the solar installation scope of work template, especially around design responsibility, commissioning, O&M, or exclusions.
 ⛔ Weak permitting and interconnection assumptions - Failing to address AHJ requirements, utility timelines, or interconnection risks in the solar project proposal often raises red flags for evaluators.
 ⛔ Misaligned financial structure - Submitting pricing that does not match the ownership model, such as responding to a solar PPA RFP with EPC-style pricing.
 ⛔ Missing required attachments - Omitting forms, certifications, or drawings listed in the RFP response checklist can result in disqualification, even for strong technical bids.
 ⛔ Generic proposals - Reusing a commercial solar proposal template without tailoring it to the site, load profile, or procurement goals weakens competitive solar bids.
 ⛔ Unrealistic schedules - Aggressive timelines that ignore permitting, engineering, or utility constraints can undermine credibility in solar power project bidding.
How GreenLancer Supports Solar RFP Responses
Permitting, engineering, and interconnection details are some of the most heavily weighted sections in renewable energy RFPs. GreenLancer helps solar contractors strengthen these areas early, improving proposal quality and reducing execution risk.
By strengthening the technical backbone of your solar project proposal, GreenLancer helps contractors submit more complete, compliant, and competitive solar bids without slowing down internal sales or development teams.