Best Practices for Completing Your RFP Application
Before you begin, review the following best practices to help protect your work, avoid common technical issues, and make the application process as smooth as possible.
1. Save Your Progress Frequently
The RFP application is extensive and may take several hours to complete. Save your application as a draft regularly, especially before taking a break or leaving your computer.
Why: This minimizes the risk of losing work due to browser crashes, internet interruptions, or unexpected computer shutdowns.
2. Use the Same Draft Link Every Time
After saving your application as a draft for the first time, you'll receive a link via email.
- Bookmark or keep this email.
- Use the same link whenever you return to continue your application.
- The link always opens your latest saved version.
Why: The system uses a single draft link throughout the application process.
3. Only One Person Should Edit the Application at a Time
If multiple team members need to contribute:
- Share the draft link internally.
- Ensure only one person edits the application at a time.
- Have the current editor save their changes before another person begins editing.
Why: Simultaneous editing may overwrite another user's changes since collaborative editing is not currently supported.
4. Prepare Your Responses Before Starting (Recommended)
For longer narrative questions, consider drafting your responses in a Word document or spreadsheet first.
Once finalized, copy and paste your answers into the online application.
Benefits:
- Reduces the risk of losing lengthy responses.
- Makes internal review easier.
- Speeds up final submission.
5. Organize Supporting Documents Before Applying
Before starting the application:
- Gather all required attachments.
- Verify that each document is the correct version.
- Ensure files are complete and ready for upload.
Why: Having everything prepared beforehand significantly shortens completion time.
6. Keep Individual Files Under the Size Limit
Each uploaded file must be 25 MB or smaller.
If a file exceeds the limit:
- Compress the PDF or image.
- Reduce image resolution if appropriate.
- Split very large documents into separate files when permitted.
Why: Large files often take longer to upload and may be affected by slower internet connections.
7. Wait for Uploads to Finish
After selecting a file:
- Wait until the upload completes.
- Confirm the upload is successful before moving to the next page or submitting the application.
Avoid closing the browser while files are uploading.
Why: Allowing each upload to finish helps ensure that required documents are successfully attached to your application.
8. Review Your Application Before Submission
Before clicking Submit:
- Verify all required fields are completed.
- Review narrative responses for completeness.
- Confirm all required attachments are uploaded.
Why: Taking a few minutes to review can prevent submission delays
9. Use a Stable Internet Connection
Because the application includes multiple uploads and lengthy responses, complete the application using a reliable internet connection whenever possible.
Avoid public or unstable Wi-Fi networks during submission
Why: A stable connection reduces the risk of interruptions during uploads or submission.
10. Don't Wait Until the Deadline
Begin your application early.
This provides enough time to:
- gather required documentation,
- obtain internal approvals,
- resolve technical issues if they arise, and
- avoid heavy website traffic close to the deadline.
Why: Starting early gives you time to address unexpected issues without putting your submission at risk.