Responding to an RFP
A request for proposal (RFP) is a formal invitation from a prospect to bid. RFPs take a lot of effort, so we decide carefully before we respond.
Step 1: decide whether to bid
Score the opportunity with the five questions in Qualify a lead. Respond only if the score is 8 to 10. A score of 5 to 7 should be nurtured, and 0 to 4 should be declined.
Step 2: assemble the team
| Role | Person |
|---|---|
| Bid owner | Account owner (Head of Sales, Grace Liu) |
| Solution design | Solutions Architect (Isha Patel) |
| Delivery plan and staffing | Delivery Manager (Maya Torres) |
| Pricing | Finance, following Pricing guidelines |
| Contract review | Legal (Alice Moreno) |
Step 3: plan the response
- Read the whole RFP and list the deadlines, including the date for questions.
- Send your clarifying questions early, together.
- Split the sections between the team and set an internal deadline 3 working days before the real one.
- Review every answer for claims we cannot support.
Step 4: approvals
| Item | Approver |
|---|---|
| Total value under $50,000 | Head of Sales |
| $50,000 to $250,000 | VP Delivery and General Counsel |
| Over $250,000 | CEO, CFO and General Counsel |
| Discount above 10% | CFO |
Standard proposal validity is 60 days; see Proposal process.
Step 5: submit and follow up
Submit before the deadline and keep proof of submission. Afterwards, ask for feedback whether we win or lose, and record it for the next bid.
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Owner: Grace Liu - Last updated: 2026-09-29