When a case manager sends an RFP on Wayfinder, they're looking for a provider who is genuinely ready to serve that specific client — not just any provider who's available in the area. Understanding what an RFP represents helps you decide when responding is the right move, and when it isn't.
What Is an RFP?
A Request for Proposals (RFP) is a formal request sent by a case manager on behalf of a client who needs Home and Community Based Services (HCBS). The RFP includes details about the client's support needs, preferences, and service requirements, and it's distributed to provider agencies whose profiles match the service, Medicaid waiver, and county.
When you receive an RFP, a real person — typically a member, their family, and their case manager — is waiting for a response. The goal of the RFP process is to find the right match as quickly as possible.
When to Respond
Before submitting a proposal, ask yourself:
Do you actually have capacity? Only respond if you have staff available — or a realistic and near-term path to staffing — for this specific client. Responding and then being unable to follow through causes real harm to the member and reflects poorly on your agency.
Can you serve this client well? Review the client's needs, behaviors, and preferences carefully. If the RFP describes needs your agency isn't equipped to handle, it's better not to respond than to commit and fall short.
Are you prepared to follow through? Responding to an RFP is a commitment to engage — that means showing up to meet-and-greet meetings, communicating proactively with the case manager, and providing updates if your situation changes.
When Not to Respond
It's better to pass on an RFP than to respond and go silent. Avoid responding if:
You don't have staffing in place and can't commit to a realistic timeline for finding it
You're at capacity and unlikely to have availability within a reasonable timeframe
The client's needs fall outside your agency's training, experience, or capabilities
⚠️ Responding to RFPs without available staff — and then going quiet — is one of the most common sources of frustration for case managers and clients. If you can't staff a case after committing, communicate that clearly and promptly rather than letting it go without an update.
What's Expected After You Respond
Submitting a proposal is the beginning of the process, not the end. Case managers and clients expect providers to:
Attend meet-and-greet meetings. These are an important part of how clients and families decide on a provider. If you've submitted a proposal, be available and ready to participate.
Communicate proactively. If something changes — your availability, your staffing situation, or your ability to take on the client — reach out to the case manager right away. Don't wait for them to follow up.
Provide updates once services begin. Case managers rely on providers to flag changes, concerns, or incidents in a timely way. Being a reliable communication partner builds trust and leads to more referrals over time.
Quality Over Quantity
It can be tempting to respond to every RFP that comes your way. But a targeted, well-prepared proposal — from an agency that's genuinely ready — will always outperform a high volume of responses that don't convert. Case managers track which agencies follow through, and a strong track record is one of the best ways to win more placements over time.
For tips on writing proposals that stand out, see How to Win More RFPs.