RFPs & Securing Contracts
Overview of Managing the Procurement Process
Background:
Early in my career, I was introduced to the RFP procurement process — something that quickly became an important part of my professional toolkit. Many organizations, especially public sector and government agencies, have strict rules in place to ensure vendor relationships remain transparent and compliant. One way they do this is through the formal Request for Proposal (RFP) process, which allows them to evaluate bids and select the most qualified and cost‑effective vendor.
Over the years, I’ve worked with RFPs across a variety of industries, typically sourced through state‑specific procurement systems. Each one came with its own unique requirements and eligibility standards, and I became skilled at navigating those details to ensure every submission was both compliant and competitive.
At InTouch, I served as the lead on multiple government RFP submissions. I was responsible for the full preparation and submission of bids — ensuring they met all technical and legal requirements and were delivered by the deadline. Through those experiences, I developed a deep understanding of proposal strategy, precision documentation, and what it takes to build trust and win partnerships in highly regulated environments.
Assessing The RFP for Viability:
When starting any RFP process, the first thing I do is read the entire document carefully — paying close attention to the key dates, instructions, and the project scope. Those key dates are critical, because they establish the timeline I have to work within to prepare and deliver a strong, complete submission.
Once I’ve confirmed that the timeline is workable, I look for the Q&A period listed in the RFP. That’s the stage where vendors can submit clarification questions. This step is especially helpful when the requesting organization is pursuing a new service or technology and the RFP language might be a bit vague. I make it a point to ensure we fully understand their requirements so that our proposal aligns perfectly with what they’re asking for — no assumptions, no surprises later on.
Some RFPs also require specific certifications or vendor registrations. In those cases, I always verify that we meet all eligibility requirements before moving forward. For state agencies, that often includes registering as an official vendor within that state — a straightforward but essential step to remain compliant and qualify to bid.
Establish Timeline
Review Scope in Detail to Confirm We Can Deliver on Each Item
Read Other Vendors’ Inquiries
Verify Certifications & Registration Requirements
RFP Process:
How I managed the RFP process often depended on the size and complexity of the response. For smaller RFPs, I could easily gather what I needed through email or Slack, reaching out when I had specific development or technical questions. However, as the company grew and the RFPs became larger and more detailed, I needed a more structured system to track all the moving pieces — and Asana became the perfect tool for that.
In Asana, I created tasks for each RFP section, assigned them to the right team members, and set clear due dates. This made it easy for everyone to see exactly what was expected of them and track the overall progress. I also organized the work into phases, so at any given time, anyone on the team could log in and see where we were in the process — whether I was finalizing the submission or we were waiting for input or feedback from the client.
This system brought clarity and accountability to a process that can otherwise feel chaotic, keeping everyone aligned, efficient, and on schedule.
Bid Submission:
Over the years, I’ve submitted bids in just about every way imaginable. The simplest submissions are, of course, electronic — either through email or a web-based portal. But there have been plenty of times when a client required physical copies, complete with specific formatting and assembly instructions. Those projects often meant purchasing binders, tabs, or special paper to make sure everything was presented exactly the way the client requested.
For me, one of the most important aspects of any submission — beyond the content itself — is how it’s presented. An RFP response is often the first impression a potential client has of your company, and presentation speaks volumes about your professionalism and attention to detail. I focus on formatting every element consistently — making sure everything lines up neatly, the flow is clear, and the overall look reflects our company’s brand and culture. I like to incorporate our logo, colors, fonts, and personalized visuals that make our services feel approachable, modern, and engaging. In a sea of responses, those thoughtful touches can really make us stand out.
Before submitting, I always perform one final quality check to ensure that every requirement has been met — from content accuracy to required signatures and notarizations. It’s easy to overlook those small but important details when you’re deep in the writing and assembly process, but taking the time to double-check ensures a complete and polished final product.
Retrospective:
Once a bid is submitted, the outcome is usually pretty straightforward — you either win it or you don’t. When we win, it’s time to celebrate the teamwork and effort that went into securing the contract, and then quickly shift gears into onboarding and implementation planning for the new client.
When we don’t win, I view it as an opportunity to learn rather than a loss. In those cases, I typically submit a FOIA (Freedom of Information Act) request to gain insight into what made the winning proposal stand out. Often, the deciding factor comes down to cost — which is valuable information to share with leadership for future pricing considerations.
Beyond the numbers, I like to study what the winning bidder offered: what their services included, how they positioned their strengths, and whether they added any value‑adds or free components that may have made their proposal more appealing. I also evaluate whether we could have been more detailed or descriptive in our responses.