Handling RFPs
Bid/no-bid, compliance matrices, answering clearly, clarifications and avoiding disqualification.
🎯 Learning objectives
- Decide whether to bid
- Build a compliance matrix
- Write clear, honest responses
- Avoid common disqualification traps
Bid / no-bid
Not every RFP is winnable. Ask: Did we know about this before it was published? Do we have a relationship with the evaluators? Does the specification favour a competitor? Can we meet the mandatory requirements? Is the scope and margin worth the effort? A fast, reasoned "no-bid" frees time for deals you can win.
Compliance matrix
| Spec section | Requirement | Response | Comply / Partial / Exception | Notes / reference |
|---|---|---|---|---|
| 2.3.1 | Cameras shall support H.265 | Supported on all proposed models | Comply | Datasheets, App. B |
| 2.4.7 | Pixel density for identification at entrances | Designed for ≥250 px/m (IEC 62676-4:2014) at each entrance | Comply | Calculations, App. C |
| 3.1.2 | Readers shall use OSDP with Secure Channel | All readers OSDP v2 with Secure Channel | Comply | |
| 4.2.5 | 90-day retention for all cameras | Proposed 30 days for general, 90 days for critical; alternative priced | Exception | Clarification requested |
Answer every requirement, in order, using their numbering. Never leave a line blank.
Writing responses
- Lead with the answer (Comply / Partial / Exception), then explain briefly.
- Be specific and verifiable: model numbers, standards, document references.
- Be honest about partial compliance and offer alternatives; evaluators notice vague answers.
- Reuse a maintained answer library, but tailor every response to this customer.
- Watch for spec language that requires a specific product "or equal" and document equivalence carefully.
Process
- Read everythingIncluding terms, insurance, bonding, submission format and deadlines.
- Kick-offAssign owners for technical, pricing, legal and formatting.
- QuestionsSubmit clarifications before the question deadline; ambiguity favours whoever wrote the spec.
- Pre-bid meeting / site walkAttend; mandatory ones disqualify if missed.
- Draft, review, submitPeer review for compliance and consistency; submit early; confirm receipt.
Common mistakes
- Missing a mandatory pre-bid meeting or format requirement.
- Claiming full compliance where you are partial.
- Answering out of order or with marketing copy.
- Not asking clarification questions.
- Bidding on everything.
Check your understanding
1.Name three questions for a bid/no-bid decision.
Did we know about it before publication? Do we have a relationship with evaluators? Can we meet mandatory requirements? Does the spec favour a competitor? Is it worth the effort and margin?
2.A spec asks for something you can only partially meet. Best response?
Be honest and specific; offer alternatives and request clarification if needed.
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