Navigating transition questions in RFPs as the incumbent can be a scoring minefield. Here's how to approach them strategically.
Avoiding the transition trap: advice for incumbents
The challenge
When bidding as the incumbent, answering transition questions in an RFP can feel counterintuitive. You're already delivering the service – so how do you respond to questions about TUPE, mobilisation, or knowledge transfer without losing marks for irrelevance or lack of detail?
Overcoming the challenge
We recently supported a client who faced this exact dilemma. They were bidding to retain a contract and noticed that the transition questions in the RFP didn't quite apply to their situation. TUPE wasn't relevant. Mobilisation had already happened. Knowledge transfer? Already embedded.
They asked the customer – informally – how their response would be evaluated. The answer was revealing: "Answer it as if it were new business."
This creates a challenge for both sides of the procurement fence. For buyers, it's about designing evaluation criteria that reflect the reality of incumbent bids. For bidders, it's about striking the right balance between realism and compliance.
Here's what we recommend:
Don't assume zero cost = full marks.
Pricing transition at zero might win you points on cost, but it could lose you quality marks if your narrative lacks substance.
Write the transition section as if you were a new supplier.
Show how you'd approach mobilisation, onboarding, and knowledge transfer – even if you're already doing it.
Use your incumbency to your advantage.
Reference your existing delivery team, systems, and relationships to show how your transition would be smoother, faster, and lower risk than a competitor's.
Clarify assumptions.
If you're pricing transition at zero, explain why – and back it up with evidence of readiness and continuity
How we can help
At Strategic Proposals, we help incumbents navigate tricky RFP sections with confidence.
Our support includes:
Transition strategy development
Evaluation insight and scoring advice
