An RFP hit our desk on a Friday with a Tuesday submission deadline. The team had to choose: scramble over the weekend or ask for an extension. They asked - and got three extra days. That extension turned a chaotic weekend into a proper response. Knowing how RFP timelines usually work helps you plan, ask for extensions when reasonable, and avoid the kind of last-minute panic that leads to mistakes.
Quick Answer
A typical RFP timeline includes: RFP release → questions deadline → addenda → submission deadline → evaluation period → shortlist/demos → decision. Stages and durations vary by deal size and buyer. A mid-market RFP might run 4 - 6 weeks; enterprise can run 8 - 12 weeks or more. Plan backwards from the submission deadline and build buffer for review and formatting.
Stage 1: RFP Release
The buyer publishes the RFP and notifies vendors. You may receive it via email, portal, or a procurement system.
What to do: Acknowledge receipt if required. Assign an owner. Do a quick triage: scope, format, timeline, red flags. Decide whether to bid.
Stage 2: Questions Period
Buyers usually set a deadline for clarifying questions (e.g., 1 - 2 weeks after release). After that, they may not answer new questions - or may answer only via addenda.
What to do: Submit questions early and in batches. Reference specific sections. Include a proposed assumption if they can’t answer. Don’t wait until the last day.
Stage 3: Addenda
Buyers may issue addenda with answers to questions, corrections, or timeline changes. Addenda can arrive any time before submission.
What to do: Designate someone to check for addenda daily. Update your response and timeline based on every addendum.
Stage 4: Submission Deadline
Your response is due. Portal submissions often close at a specific time (e.g., 5 p.m. local). Late submissions are usually rejected.
What to do: Build an internal deadline 24 - 48 hours before the real one. Use the buffer for final review, formatting, and technical issues. One team we know always submits the night before - it’s saved them more than once when the portal had issues.
Stage 5: Evaluation Period
The buyer evaluates responses. This can take 2 - 6 weeks depending on complexity and number of vendors.
What to do: Expect silence. Don’t pester. If they need clarification, they’ll reach out. Use this time for debrief prep and pipeline updates.
Stage 6: Shortlist and Demonstrations
If you advance, you may be invited to demos, reference calls, or site visits. Dates are set by the buyer.
What to do: Confirm availability of key people. Prepare demo scripts that align to the RFP requirements. Treat this as an extension of your written response.
Stage 7: Decision and Award
The buyer selects a vendor and may notify others. Contract negotiation typically follows.
What to do: If you win, celebrate - then execute. If you lose, request a debrief. Use the feedback to improve the next one.
A Typical Timeline (4 - 6 Week Example)
| Week | Stage |
|---|---|
| 1 | RFP release, kickoff, question gathering |
| 2 | Questions due, addenda may arrive, response drafting |
| 3 - 4 | Response drafting, internal review |
| 5 | Final review, submission |
| 6+ | Evaluation, shortlist, demos, decision |
Common Misconceptions
| Misconception | Reality |
|---|---|
| “Deadlines are flexible.” | Sometimes, if you ask early. Don’t assume. |
| “We can submit at 11:59 p.m.” | Portals can have glitches. Submit with buffer. |
| “Evaluation takes a week.” | It often takes longer. Plan accordingly. |
| “We’ll hear back quickly after submission.” | Silence for 2 - 4 weeks is normal. |
Frequently Asked Questions
Q: How do we ask for an extension?
Contact the procurement lead early. Explain the reason (scope, complexity, timing) and propose a new date. Be professional and concise.
Q: What if addenda change the submission deadline?
Update your plan immediately. The new date in the addendum overrides the original.
Q: Can we submit before the deadline?
Yes. Early submission can show readiness - and reduces last-minute risk.