RFP Participation Guide

How proposals are evaluated

Carrot uses a weighted evaluation matrix to ensure selection is objective, documented, and replicable. Each RFP defines its own criteria and weights, but the structure is always the same.

Evaluation matrix

Every proposal is evaluated across up to six dimensions. Each dimension receives a score from 1 to 5, multiplied by a weight that reflects its relative importance. The weighted sum defines the final score.

Exact weights are defined per RFP and always sum to 100%. For example, a Type A RFP (problem-solving) may weigh technical quality and innovation more heavily, while a Type B (AMC Project) may prioritize feasibility and commercial proposal.

Scoring scale

Three-stage evaluation

Stage 1 — Eligibility triage. Each proposal is verified against mandatory criteria. Proposals that do not meet the requirements are disqualified before reaching merit evaluation, protecting the objectivity of the process.

Stage 2 — Independent scoring. At least two evaluators score each proposal independently using the criteria matrix. No evaluator sees the other's scores before completing their own evaluation.

Stage 3 — Consensus panel. When divergence exceeds one point on any criterion, evaluators meet to discuss and converge. The final result is the consolidated weighted average.

How to participate

Before submitting

• Read the full RFP. Many proposals are disqualified for not meeting requirements that were explicitly stated. Pay special attention to eligibility, deliverables, and timeline sections.
• Check eligibility criteria. If you do not meet a mandatory criterion, your proposal will be disqualified at triage — before it is even read. Make sure you meet all of them.
• Use the Q&A period. If something is unclear, ask. Answers are public and benefit all proponents. Do not assume — ask.
• Use the Readiness Checklist. Each RFP includes a checklist of items your proposal must contain. Use it as a final guide before submitting.

What a good proposal contains

Regardless of RFP type, well-evaluated proposals generally share these characteristics:

• Clarity — The proposal communicates its approach directly, without unnecessary jargon.
• Specificity — Instead of generic promises, it presents concrete details about what will be done, how, and when.
• Evidence — It demonstrates prior experience with real examples, not only claims.
• Honesty about limitations — It identifies risks and proposes mitigations, rather than ignoring difficulties.
• Scope adherence — It responds to what was asked, without drifting into topics outside the RFP.

How to submit

Each RFP specifies the submission channel (typically rfp@carrot.eco), accepted format, and deadline. A submission must include:

• The main proposal document in PDF, following the structure requested in the RFP
• The Submission Questionnaire (provided in XLSX format with the RFP)
• The completed Readiness Checklist
• Supporting documents as requested (CVs, portfolio, certifications, etc.)

Email subject format: RFP-CARROT-[YYYY]-[NNN] — [Your name or organization]

After the RFP

Results communication

All proponents are notified about the outcome, regardless of whether they were selected. Carrot communicates:

• The final decision (selected or not selected)
• The overall proposal score (without per-evaluator breakdown)
• Summary feedback on strengths and areas for improvement, when applicable

For selected proponents

The selected proponent enters the contracting phase, where final terms are negotiated — including detailed scope, delivery timeline, reward conditions, and platform terms of use. After formalization, the execution phase begins with periodic oversight by the Carrot team.

Substitution clause — If the selected proponent cannot commit to implementation within the agreed terms, or if undisclosed non-conformities, inaccurate information, or conflicts of interest are discovered at any stage, the Carrot Foundation may: (a) invite the next highest-ranked proponent for negotiation, or (b) open a new RFP for the same scope. Invitation of the next-ranked proponent respects the original evaluation ranking and is conditional on continued eligibility.

Not selected?

Participating in an RFP — even without being selected — has value. You gain visibility with the Carrot team, receive feedback on your proposal, and can use the experience to strengthen future submissions. Many of the most successful proponents in subsequent calls are those who participated previously and incorporated the feedback they received.

RFP Library

The table below is the central registry of all RFPs published by the Carrot Foundation. It is updated as new calls are opened or closed.

Possible statuses: Open (accepting proposals), Under Evaluation (deadline closed, evaluation in progress), In Execution (proponent selected, work in progress), Completed (deliverables accepted), Cancelled (call cancelled without selection).

Contact rfp@carrot.eco for full RFP documents, referencing the call identifier.

FAQ

RFP Process · Methodology Ecosystem