RFP Timeline

Managing the Request for Proposals (RFPs) timeline effectively is key to submitting strong, competitive proposals and landing valuable contracts. In this post, we’ll break down how RFP timelines work and how you can stay ahead of them to gain a strategic edge.

What is an RFP Timeline?

An RFP timeline defines the schedule of key events in the RFP process—from initial release to the final award. For both issuing organizations and vendors, this timeline sets expectations, keeps everyone aligned, and ensures that submissions are handled efficiently and fairly.

What are Some Examples of RFP Timeline Milestones?

While every RFP is different, most follow a familiar set of milestones. These typically include:

• RFP Release Date – When the RFP is published.
• Intent to Bid Deadline – Vendors confirm participation.
• Question Submission and Answer Period – Time to clarify requirements.
• Proposal Submission Deadline – Final due date for submissions.
• Evaluation and Shortlist Notifications – Internal review, often followed by demos.
• Final Selection and Contracting – Choosing a vendor and finalizing terms.
• Project Kickoff – The official start of work.

Each step plays a role in building a structured, predictable process that reduces friction for all parties involved.

How is an RFP Timeline Created?

A well-crafted timeline reflects the complexity of the project, the internal bandwidth of the issuing team, and the expected workload for vendors. It’s typically shaped by:

• Scope and scale of the project
• Stakeholder input across departments
• Review or legal approval needs
• Availability of decision-makers and SMEs
• Realistic expectations around vendor turnaround time

Good timelines are both structured and flexible enough to adapt to changes without derailing the entire process.

‍

How Can You Ensure Your Team Meets RFP Timeline Requirements?

Delivering on time is essential—not just for compliance, but for overall proposal quality and professionalism. Teams that manage timelines effectively tend to:

• Plan ahead and build in buffer time
• Use tools to track tasks and progress
• Delegate clearly and avoid last-minute scrambles
• Hold regular check-ins during the response process

These habits support both timely delivery and stronger submissions overall.

What are Common Pitfalls in Managing RFP Timelines?

Even experienced teams can run into trouble. Common issues include:

• Underestimating time needs. This could lead to delays that prevent you from completing the RFP on time, ultimately forcing you to withdraw from the process.
• Overcommitting to too many RFPs at once. This could result in missing the deadline, employee fatigue, and a lower quality submission across RFPs (less tailored to the prospect, may miss RFP matrix criteria).  
• Delays in internal approvals. This could lead to delays that prevent you from completing the RFP on time, ultimately forcing you to withdraw from the process.

Staying aware of these risks—and planning for them—can go a long way toward keeping projects on schedule.

How Can You Prepare Your Team to Handle Various RFP Timelines?

RFPs don’t always follow a standard format or cadence. Preparing your team involves:

• Developing adaptable templates and using RFP software like Arphie to maximize efficiency. 
• Creating a Go / No Go checklist to be intentional about what RFPs you are accepting, taking into account team bandwidth.
• Maintaining visibility into team bandwidth. Have a centralized tracker of what RFPs are on the go and who is involved in each. 
• Encouraging early starts and accountability
• Conducting post-mortems to continuously improve

When teams are equipped to handle timelines of all shapes and sizes, they’re better positioned for consistent success.

What's the Impact of Meeting RFP Timelines on Proposal Success?

Beyond logistics, meeting RFP deadlines demonstrates reliability, attention to detail, and respect for the client’s process. It contributes directly to:

• Stronger first impressions
• Better internal coordination
• Higher-quality proposals
• Greater likelihood of follow-on opportunities

Timeliness may not be the only factor in winning an RFP—but it’s often a deciding one.

Managing RFP timelines well is as much about preparation and communication as it is about tools. AI can certainly help, but it works best when paired with smart processes and a proactive team.

‍