Pre-Solicitation Tracking & Review Process

Purpose and objectives

To support the Submission Team, improve visibility on pre-solicitation opportunities, and reduce unnecessary work for the Prepper and Submission teams, the following process is implemented.

• Capture any actions required before Phase 2 or before the official RFP release.
• Identify qualification opportunities early in the procurement process.
• Prevent duplicate effort once the official solicitation is released.
• Reduce unnecessary imports and reviews by the Prepper and Submission teams for opportunities still in the pre-solicitation stage.
• Ensure released solicitations are tracked under the active RFP record rather than maintaining duplicate records.

Current cleanup: "Awaiting Bid Re-Issue" view

Jade and Neph review all opportunities currently in the Awaiting Bid Re-Issue view to identify which records are true pre-solicitation opportunities and which records should remain as Awaiting Bid Re-Issue.

Pre-solicitation bid process

1. Initial identification. If a bid is reviewed under Consider for Bid and determined to be a pre-solicitation opportunity, move the status to Pre-Solicitation Bid.
2. Review for required actions. Jade and Neph review opportunities in the Pre-Solicitation Bid view and determine whether there are actions required from Concourse before Phase 2 or before the official RFP release. Examples include capability statement submission, RFI response, qualifications submission, registration requirements, email responses, and other pre-release requirements.
3. If action is required, comment the required activity on the record. Once ready for Submission Team review and import, move the opportunity back to Consider for Bid.
4. If no action is required, keep the opportunity under Pre-Solicitation Bid and continue monitoring until the official RFP is released. Once released, check Airtable (Main View) to determine whether a new solicitation record has already been imported.
5. If a new RFP record already exists, move the Pre-Solicitation record to Did Not Bid, set Why No Bid to "Pre-Solicitation - RFP Released," and treat the newly imported RFP record as the active solicitation going forward.

Reviewer checklist: prompts to use during review

Use the questions below when working through the Awaiting Bid Re-Issue view and the Pre-Solicitation Bid view. Run through each question in order for every opportunity.

A. Reviewing the Awaiting Bid Re-Issue view

• Is there an active solicitation notice, advertisement, or similar pre-release procurement activity for this opportunity? If yes, move to Pre-Solicitation Bid.
• Has the agency indicated a future procurement, even though the official RFP has not yet been released? If yes, move to Pre-Solicitation Bid.
• Was the solicitation cancelled, expired, flagged for reissue by the agency, or simply inactive while awaiting a future release? If yes to any, keep in Awaiting Bid Re-Issue.

B. Reviewing the Pre-Solicitation Bid view

• Is there a capability statement, RFI response, qualifications submission, registration requirement, email response, or other pre-release requirement that Concourse needs to act on before Phase 2 or the official RFP release? If yes, comment the required activity, then move to Consider for Bid once ready for Submission Team review and import. If no, keep the record in Pre-Solicitation Bid and continue monitoring.
• Has the official RFP been released for this opportunity? If no, continue monitoring; no further action this cycle. If yes, check Airtable (Main View) to confirm whether a new solicitation record has already been imported.
• Does a new RFP record already exist in Airtable for this opportunity? If yes, move the Pre-Solicitation record to Did Not Bid and set Why No Bid to "Pre-Solicitation - RFP Released." The newly imported RFP record becomes the active solicitation going forward. If no, flag for import before taking further action, to avoid creating a duplicate record.

Quick reference: status flow

For any other questions, please reach out to Aya and KM. See the DRI & Escalation Worksheet for full task-level detail.