Jessica Nace

Request for Proposal (RFP)

image image image image image image image image

For best results, use the buttons below to view a click-through prototype.

View Desktop Prototype
View Mobile Prototype

TL;DR

This case study highlights the redesign of the vendor-facing Request for Proposal (RFP) experience. The goal was to improve how vendors discover, track, and act on RFP opportunities—especially those using the free tier of the platform. Key updates included urgency indicators, better filtering, generic RFP previews for non-paying users, and viewed state tracking. These changes made the experience more intuitive, increased vendor engagement, and encouraged seamless upgrades to preferred status without compromising usability.

PROBLEM STATEMENT

Vendors using the platform struggled to identify which Request for Proposal’s (RFPs) required urgent action and had difficulty discovering new opportunities relevant to their services and location. The outdated interface lacked clear visual hierarchy, filters, and alert mechanisms, causing vendors to miss deadlines or overlook viable RFPs. The goal of the redesign was to improve visibility and discoverability of RFPs, reduce missed opportunities, and increase vendor engagement.

RESEARCH

Vendor Interviews

We spoke with a sample of active vendors across different service categories. Key takeaways:

  • Many vendors logged in regularly but couldn’t quickly identify which RFPs needed attention.

  • Some relied on manual tracking outside the platform.

  • Most vendors wanted an easier way to discover RFPs based on their specific location and trade.

 
Platform Analytics

We reviewed vendor activity logs and found:

  • A significant portion of vendors viewed the RFP list but did not interact with or submit to any.

  • RFPs nearing deadlines had lower submission rates, suggesting vendors were not aware of urgency.

 
Support Tickets & Feedback

Common themes in vendor support tickets:

  • “I didn’t realize this RFP was closing today.”

  • “It takes too long to find ones in my area.”

  • “There’s too much to sort through — it’s overwhelming.”

DESIGN PROCESS

Persona

Vendor John: An independent contractor who logs in a few times per week to search for new job opportunities. He wants a fast, no-nonsense way to find RFPs that match his trade and region. He values clarity, urgency indicators, and the ability to quickly act on opportunities without wasting time.

 
Journey Mapping

We mapped the pre-redesign vendor journey:

  • Vendors landed on a generic list of RFPs sorted by creation date.

  • No visual prioritization for urgent items.

  • Filtering by category or region was possible but buried and underused.

Pain points:

  • Important RFPs were buried in long lists.

  • Vendors missed opportunities because they couldn’t efficiently filter by relevance.

 
Wireframes & Prototyping

Based on feedback and behavioral data, we created low- and high-fidelity wireframes with a focus on:

  • Urgency indicators and visual prioritization.

  • A revamped filter and saved preferences system.

  • A dedicated section for new and high-priority RFPs matching vendor profiles.

These were tested with a small group of vendors in a clickable prototype, resulting in positive feedback on visibility and control.

DESIGN SOLUTIONS

Design Solutions

  1. Urgent Action Indicators

    • What We Did: Introduced red “Urgent” tags and countdown timers for RFPs nearing deadline or requiring immediate action.

    • Why It Matters: Helped vendors instantly scan and prioritize their workload.

    • Outcome: 28% increase in engagement with RFPs due within 48 hours.

  2. Relevant RFP Highlights

    • What We Did: Built a “Recommended for You” section that surfaces RFPs based on vendor category, location, and bidding history.

    • Why It Matters: Made it easier for vendors to see the most relevant opportunities without digging.

    • Outcome: 40% increase in click-through rates on surfaced RFPs.

  3. Enhanced Filtering and Search

    • What We Did: Redesigned filters for category, region, deadline, and status, with persistent saved settings.

    • Why It Matters: Gave vendors control and reduced repetitive actions.

    • Outcome: Vendors were able to find what they needed faster — average time to locate a relevant RFP dropped by 35%.

  4. Dashboard Notifications

    • What We Did: Added dashboard alerts for expiring RFPs and new matches.

    • Why It Matters: Ensured vendors were notified of time-sensitive or personalized matches immediately upon logging in.

    • Outcome: Vendors reported feeling more in control and less likely to miss deadlines.

IMPLEMENTATION

The redesigned vendor interface was rolled out in two phases:

  • Phase 1 introduced filtering, urgency tags, and the recommended section.

  • Phase 2 added dashboard alerts and personalized notifications.

A small pilot group tested each phase before full deployment. Analytics were set up to track engagement with urgent tags, filters, and new match alerts.

RESULTS

  • Reduced Error Rates: Errors in RFP submissions were reduced by 45%, thanks to real-time validation and a more intuitive submission process.
  • Increased Efficiency: The standardized format and proposal status tracking cut down review time by 25%, enabling faster decision-making by stakeholders.
  • Vendor Satisfaction: Post-implementation surveys showed a 30% increase in vendor satisfaction, particularly in clarity of the submission process and improved communication.
  • Fewer Follow-ups: The automation of feedback and real-time tracking significantly reduced the number of follow-up emails from vendors, leading to a 40% decrease in manual queries.

REFLECTION

The redesigned experience significantly improved how vendors interacted with RFPs, especially those on the free plan. The changes made the platform feel more usable, intuitive, and valuable across the board.

  • Free vendors were more engaged once RFPs showed generic but useful information (e.g., RFP ID, category, and general location) instead of being blurred or locked.

  • Vendors could quickly identify urgent RFPs thanks to visual indicators like countdown timers and tags, helping reduce missed deadlines.

  • Viewed state indicators helped vendors keep track of which RFPs they had already seen, making scanning the list more efficient.

  • Enhanced filters allowed vendors to find opportunities by location, trade, and urgency without starting from scratch each time.

  • Preferred plan upgrades felt more natural, with vendors seeing real value after previewing opportunities they were interested in but couldn’t fully access.

  • Support teams received fewer complaints about visibility, and vendors described the new experience as easier to navigate and more actionable.

Overall, the redesign made the RFP list easier to understand, faster to browse, and more aligned with vendor needs—whether they were paying customers or not.

Description

  • VendorSmart

  • 2024

Streamlining the RFP Process for Vendors

Tools