Opportunity Vetting Process
- The BD team (Rebecca Propper, Avery Duane, Jesse Gainer, and Geoff) harvest new opportunities via cold outreach. Once an RFP is received, they send it to the BDPM to review.
- Inbound RFPs may also come from existing account leads (organic) or from [email protected]
- What makes a good RFP? Above $300K (preference is $500K+)
- Once a brief is received, always start by setting up a G Drive folder, putting the brief in the client brief folder, and creating a Q&A document. See the Folder Creation SOP.
- The BDPM sends an RFP Qualification email and IN Leadership scores the opportunity on the RFP Qualification + Priority Assignment Tool (Step 1 only).
- A 15-minute leadership call is organized if there are scores of 1 or 2 in Profitability, Feasibility, or Timeline but still "Yes" votes, or if there are budget/timeline concerns.
- Scores and verdict sent to Amber Ward & Geoff Renaud for final approval (typically only for "no-go" decisions).
RFP Internal Process (24-48 Hours After Approval)
1. RFP Brief Digest
BD/Accounts fills out the Brief Digest Form.
2. Administrative Setup
BDPM sets up: GChat Channel + adds resourced members and Heads of Department.
3. Resourcing
- New Biz: Jesse and BDPM Lead
- Accounts: Karen DeVault assigns an Account Lead
- Creative/Strategy: Kenny Voelker/Stefan Tauber resource the creative/strategy team
- Production: Johnathon Cramer and Irina Makarova confirm production lead
- Content: Nariman Hamed and Luca Alessandrini confirm content lead (content should always be part of first kick-off call)
4. Internal Workback
BDPM defines descriptive workback schedule.
5. Full Team Briefing/Kick Off (30-60 min)
Full creative, production, and content teams briefed on the Brief Digest, client brief, and supporting materials.
6. Meeting Invites
Send all meeting invites as outlined on the workback.
7. Creative Briefing/Check-Ins
BDPM sends invites. Lead strategist presents strategy; lead CD presents creative.
8. Budgets
- Production builds the budget spreadsheet with all OOPs in collaboration with lead Creative
- BDPM estimates hours in forecasting and services tabs
- Budgets due to Matthew and Karen 24 hours before delivery
9. Rehearsals
Always have a rehearsal before presenting. BDPM schedules for the presenting team, ideally the day before.
10. RFP Submission
BDPM sends the client an external copy of the finalized proposal.
Post-RFP Submission
BDPM requests detailed feedback on losses to share with teams.
BD Monthly Reporting
On the last day of the quarter, BD presents the Monthly BD Report covering:
- Quarterly RFP Activity
- YTD RFP Status Overview
- YTD Win Rate + Conversion Rate
- YTD Organic vs. Net New composition
- YTD Revenue vs. Goal
- Monthly Key Learnings from RFP Post-Mortem responses