Over the years, we have been pulled into more than a few rushed proposal requests.
The details are thin. The timeline is tight. The scope is still fuzzy. But someone needs a quote quickly.
So we ask questions, think through the work, put together a responsible proposal, and send it over.
Then comes the response.
“This is great.”
“Really thoughtful.”
“Exactly what we were hoping to see.”
And then they choose someone else.
That happens. No one wins every project. But when the same pattern repeats, especially from the same type of organization, it starts to feel less like a real selection process and more like performative procurement.
Recently, it happened again.
An organization we had worked with in the past reached out for a website and marketing quote for a manufacturer. We had a good history with them. They had been happy with our work. We had even built their own website years earlier.
But leadership changes. People retire. New staff come in. Relationships fade.
We prepared the proposal and sent it over. They praised it heavily, then told us they selected another company.
I asked a direct question. Did the spouse of someone connected to the organization work for the firm that got the project?
Yes.
They said that was not why the decision was made. Maybe that is true. But it certainly changes how the process looks from the outside.
To be clear, we have also been on the other side of this. We have been the vendor a client planned to hire, while they still needed to collect other quotes due to policy or procedure.
That is exactly why transparency matters.
If you already have a preferred vendor, say so. If you are gathering pricing to satisfy a requirement, say that too. Let the other firms decide whether it makes sense to participate.
Because why waste people’s time?
A proposal is not a casual favor. A good one takes time, experience, and strategic thinking. Asking for that work when the outcome is already largely decided wastes hours that could have gone toward paying clients, current projects, or genuine opportunities.
It also weakens trust.
Vendors notice patterns. They remember who treats the process seriously and who seems to need paperwork more than perspective. Over time, the strongest partners become less eager to rearrange schedules for opportunities that do not feel genuine.
Getting three quotes can be smart. It can help compare cost, approach, and fit.
But if you already know who you are going to hire, be honest about it.
A fair process does not mean every vendor has an equal chance of winning. It means every vendor knows what process they are actually entering.