Responding to complex corporate insurance RFPs with tight deadlines and high competition
Response Time Reduction
Win Rate
RFP Capacity
Quality Score
The Situation
Guardian Risk Solutions is a mid-size insurance broker specializing in corporate and executive insurance for mid-market companies. They respond to RFPs from large companies looking for comprehensive insurance solutions — property, liability, executive liability, workers comp, benefits, etc. These are complex proposals where a single RFP might require input from 5-6 different insurance underwriters and support staff.
Guardian responds to 25-30 RFPs per year, with turnaround times ranging from 3 days to 2 weeks depending on complexity. Each RFP is 30-60 pages with 40-50 questions covering insurance needs, coverage options, claims handling, client service model, pricing, and references.
The Pain Points
Multi-Stakeholder Coordination Was a Nightmare
Each RFP required input from multiple underwriters, compliance, and the Client Service Director. Coordinating across email in a compressed timeline was chaotic.
Complex Interdependencies
Coverage options depended on risk profile. Pricing depended on coverage. Claims service model affected premium. One team member's answer prompted questions from another, causing multiple revision rounds.
Rushed Quality
Coordinating 5+ team members in 10-15 business days meant checking boxes, not building a compelling case. Answers weren't as thoughtful as they could be.
Competitive Disadvantage
Other brokers were responding just as fast with similar proposals. Without better quality or faster turnaround, it came down to price and relationships. Guardian couldn't differentiate.
No Feedback Loop
Guardian had no systematic way to track RFP outcomes. Three months later when you found out you lost, you'd forgotten what you proposed. The team wasn't learning.
The Solution
Guardian implemented Raspond to handle the complexity of coordinating multiple team members on tight deadlines.
Multi-Stakeholder Collaboration Became Real-Time: Instead of email coordination, all underwriters, compliance, and client service worked in the same collaborative editor. Comments on specific answers meant people could raise issues immediately. Coordination time dropped from 10+ hours to 2-3 hours per RFP.
Content Library Became Smart: Guardian loaded common answers to insurance-related questions — claims handling process, risk assessment approach, team credentials, client onboarding. For many questions, Raspond would suggest the standard answer. The underwriter could use it, edit it, or request a custom answer.
Quality Had Time to Breathe: Because coordination was faster, the team had time to think about each answer. Marketing could shape messaging. Underwriters could be more thoughtful about coverage recommendations. The final proposal was more polished.
Interdependencies Became Visible: The collaborative editing made it clear where answers were interdependent. The Client Service Director could see the coverage being proposed and adjust the service model accordingly. Pricing adjusted based on coverage. Things felt connected instead of disjointed.
Learning Started: Raspond tracked RFP outcomes. Guardian could see which proposals won and lost, which messaging resonated with risk managers and CFOs, which service offerings were most important.
“The biggest impact was being able to submit proposals faster and with better quality. In insurance, being first often wins. We're faster now. We're also better. The combination is powerful. I would also say the team loves using it. RFP season used to be stressful and chaotic. Now it's organized. People know what they're doing. That's made a huge difference in team morale.”
— VP Business Development, Guardian Risk Solutions
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