Use an RFP Clarification Call to Find the Real Decision Criteria

An RFP clarification call helps the team understand how a prospect will use the response. The scoring process remains the prospect’s process to define. Ask which questions are most important, who will read the submission, and whether definitions or evidence formats have specific requirements. The answers help the response team focus on accurate proof.

Open with, “We want to respond directly to your evaluation. Are there definitions, document dates, or source standards you want every manager to use?” Then ask how investment, operations, legal, and procurement input will be combined. A prospect may explain that some questions determine eligibility while others support a committee discussion. Record the answer without inferring a preferred result.

Suppose a prospect says, “We need evidence that the team can support our reporting needs.” The RFP lead asks, “Which reports, audiences, and delivery requirements should we address?” The prospect identifies a board package and quarterly data file. The lead routes the request to verified operational owners rather than drafting a broad service promise.

Coach writers to distinguish the prospect’s request from an internal assumption. Build a clarification log with question, answer, source, owner, and effect on the response. If an item remains unclear, state the ambiguity and use the permitted question channel. A disciplined call reduces avoidable rework and gives reviewers a response that is easier to test against their stated criteria.