How we approach RFPs at rtCamp

Many of our clients approach us with RFPs. We have a structured process in place to ensure every response is thorough, collaborative, and tailored to the project’s requirements.

A typical RFP response cycle

If you have shortlisted us as one of your preferred vendors, and are wondering if, and how we work with RFPs, here is how a typical RFP response cycle looks like at rtCamp.

Receiving the RFP

We typically receive RFPs through direct emails, business query forms, channel partners, referrals, and other sources.

Confirming participation

After receiving the RFP, we review it to assess if our expertise aligns with the client’s requirements. If we choose to participate, we confirm our intent to bid via the client’s preferred communication channel, including dedicated portals when required.

Requesting details or clarifications

To ensure a complete understanding of the project scope, we often request additional details or clarifications within 2-4 days of confirming participation. This helps eliminate ambiguity early in the process.

Receiving consolidated project queries and responses

During the RFP process, most vendors submit questions to clarify requirements. Enterprises often consolidate these queries and their responses and share them with all participating vendors to ensure transparency. Once we receive this information, we process it as well and proceed accordingly. 

Preparing the RFP response

Once we’ve received the answers and clarifications we sought (and after processing any additional data the client shares during the RFP process), we begin drafting our response. The timeline for this step depends on the RFP’s scope and complexity. For most projects, we aim to deliver a detailed and high-quality response within 5 business days.

Offering a walkthrough of the RFP response

We recommend a walkthrough call with the client team to ensure the response aligns with their expectations. This also allows for clarifying any points in real time. If adjustments are needed, we revise the response based on client feedback, ensuring a more tailored solution.

What happens after we win an RFP?

After win an RFP, here’s what happens next:

• Procurement: We begin by finalizing all necessary contractual and procurement processes.
• Discovery (if needed): If the project requires another discovery phase, we conduct it to gather detailed scoping and align on goals.
• Internal Handover & Kickoff: If no discovery phase is needed, we move directly into the internal handover process and officially kick off the project.

For more details on how we begin working together, you can refer to our Client Onboarding Process.