How it works
One bid, from the RFP landing to the receipt on file.
Follow the North Harbor sample through six steps. Each one shows who acts, what they check and what ClearRFP keeps.
Six steps, one record
Who acts, what they check, what stays with the bid.
The sample is synthetic. The sequence is the one your team already follows; the difference is that every step leaves a record.
01
Upload the package
Bid Manager
RFP_Main.pdf, the pricing schedule, the required forms and Addendum 02 go in together. ClearRFP reads all 126 pages, scans included, and pulls out the dates, requirements and risks.
What ClearRFP keeps41 requirements, each with its page.
Source package
- PDFRFP_Main.pdfChecked
- XLSXPricing_Schedule.xlsxChecked
- DOCXRequired_Forms.docxChecked
- PDFAddendum_02.pdfChecked
RFP_Main.pdf · 126 pages12 sections mapped02
Check what was found
Bid Manager
Open any finding next to the passage it came from, then confirm, correct or reject it. In the sample, the addenda acknowledgment is missing and two requirements still need proof.
What ClearRFP keepsYour corrections, next to the source.
Compliance matrix
Requirement Page Status Acknowledge Addenda 1-2 on bid form p.03 Missing 5% bid bond from Treasury-listed surety p.14 Required ACORD certificate naming City as additional insured p.18 Required Two municipal HVAC references over $2M p.35 Matched 03
Decide whether to bid
Director / VP / COO
The recommendation comes with its scores, its reasons and the conditions that must clear. Here it is Conditional Go: bonding, a 45-day mobilization and a liquidated damages clause to resolve. The director records Go or No-Go, and why.
What ClearRFP keepsThe decision and its rationale.
AI recommendation
Conditional Go
Go if conditions are cleared
78/100 · Medium confidence
Your Go/No-Go
Pending
People approve the call
- Compliance feasibility78
- Capability fit88
- Schedule feasibility64
- Financial fit57
- Reference match82
Primary concerns
- 5% bid bond and 100% performance bond required
- Aggressive 45-day procurement-to-mobilization window
- Liquidated damages need legal reviewLegalp.42
04
Give every requirement an owner
Bid Manager
Requirements become tasks by role: three for the bid lead, two for Operations, a Legal review of p.42 and the Finance pricing. Questions for the issuer stay open until they are answered.
What ClearRFP keepsOwners, due dates and open questions.
Work plan
- Bid Lead3 tasks
- Operations2 tasks
- Legal1 reviewLiquidated damages need legal review · p.42
- FinancePricing revision 3 · locked
05
Absorb the addendum
Owners of the affected work
Addendum 02 changes the equipment lead-time evidence. ClearRFP shows the 2 tasks it touches, and their owners re-check them before the bid moves on.
What ClearRFP keepsWhat changed, and who confirmed it.
Open questionDoes Addendum 02 replace the original equipment schedule?
Addendum 02
Equipment lead-time evidence
06
Check, release and submit
Approver and submission owner
Forms, signatures and bonds are checked against the current package. An authorized person releases exactly that package. The submission owner sends it and records how, when, and the receipt.
What ClearRFP keepsThe release approval and the receipt.
Final check
- Required sections included
- Pricing approved
- Equipment lead-time evidence resolved
- Final QC complete
RFP_Main.pdf · 126 pagesReady for releaseReleasedSep 18 · 1:42 PM
DeadlineSep 18 · 2:00 PM
- Submission recorded
- Confirmation receipt attached
- Decision package exported
Getting started
All you need to start is an RFP.
- Upload one package. ClearRFP reviews it without any company data.
- Add your company when you are ready: capabilities, geography, capacity, risk preferences and references. Your team supplies and checks them.
- Set roles for the way your team works, whether one person runs every bid or a whole team shares them.
Walk through it with your team.
We follow the sample bid step by step with the people who would use ClearRFP, then plan an evaluation on one of your own RFPs.