Why Early Engagement Before RFPs Is Key to Success in Water Infrastructure

In the realm of water infrastructure, proactive strategies are paramount, particularly when navigating the complexities of project development. A recent discussion with industry expert Paul Schuler, of Carollo Engineers, illuminated the critical importance of early engagement, specifically focusing on the period preceding the formal issuance of Requests for Proposals (RFPs), and its profound impact on subsequent project success.

When in the business of public water infrastructure projects, waiting for a Request for Proposal (RFP) to be released is often too late to gain a competitive edge. Industry expert Paul Schuler of Carollo Engineers emphasizes that early engagement is key to building trust, understanding client needs, and positioning a company as a preferred partner. Water and wastewater treatment companies, pipeline contractors, and municipal service providers must take proactive steps long before an official bid process begins.

Early engagement allows companies to move beyond just responding to an RFP—it enables them to shape project discussions, influence specifications, and provide innovative solutions before the formal procurement process starts. Schuler highlights several benefits of early involvement in municipal water infrastructure projects:

• Better Understanding of Client Needs – By engaging with stakeholders early, companies can gain a deeper understanding of a project’s technical requirements, budget constraints, and regulatory considerations.
• Increased Credibility and Trust – Companies that offer insights and solutions before the bidding process begins establish themselves as trusted advisors in water infrastructure development.
• Stronger Relationships with Key Stakeholders – Connecting to prospects from public entities early creates opportunities for long-term collaboration.
• Improved Positioning for Winning Contracts – Companies that actively engage early in the process are better equipped to develop competitive proposals and differentiate themselves from other bidders.
• Time to Educate Prospects on Unique Value Proposition – Connecting early allows companies time to educate prospects on alternate solutions that might otherwise be spec’d out of the RFP.

Paul Schuler suggests several essential strategies that water treatment companies, pipeline installers, and engineering consultants should implement to maximize their early engagement efforts:

1. Information Gathering and Market Research

• Stay updated on upcoming water infrastructure projects, funding opportunities, and municipal priorities.
• Analyze trends in wastewater treatment, pipeline rehabilitation, and smart water technology adoption.
• Engage in conversations with government agencies, utilities, and industry organizations to anticipate future project needs.

2. Providing Value-Added Insights

• Offer alternative solutions and case studies that demonstrate cost savings, efficiency improvements, or sustainability benefits.
• Share expertise on water conservation strategies, advanced filtration systems, and regulatory compliance to position your company as a thought leader.
• Conduct educational workshops or webinars to help stakeholders understand new technologies and best practices.

3. Building Strong Relationships with Stakeholders

• Develop connections with municipal decision-makers, engineers, procurement officers, and technology providers.
• Foster partnerships with general contractors, material suppliers, and financial consultants to create a comprehensive project team.
• Attend industry conferences, such as Water Environment Federation (WEF) events and AWWA (American Water Works Association) conferences, to network and stay ahead of industry trends.

4. Understanding the “Why” Behind a Project

• Go beyond technical specifications to understand the core issues driving the project.
• Assess long-term goals, such as reducing water loss, improving stormwater management, or increasing energy efficiency in wastewater treatment plants.
• Identify key pain points that municipalities or utilities face, such as outdated infrastructure, regulatory compliance challenges, or funding limitations.

5. Collaborating with Industry Partners

• Engage in joint discussions with contractors, technology providers, and even competitors to explore collaborative solutions.
• Leverage strategic partnerships to offer a comprehensive approach to water infrastructure development.
• Work with local communities to incorporate their needs and concerns into project planning.

For early engagement to be successful, sales teams in water infrastructure companies must take on a consultative approach. Paul Schuler stresses the importance of:

• Industry Knowledge – Sales professionals should have a deep understanding of municipal water procurement processes, water treatment technologies, and regulatory requirements.
• Consultative Selling – Instead of focusing on product pitches, sales teams should offer solutions that align with the client’s specific challenges.

Persistence and Follow-Up – Developing relationships and influencing project decisions take time. Sales teams must consistently follow up and maintain engagement over months or even years.

The public water infrastructure sector will continue to evolve, making early engagement a crucial strategy for success. Companies that actively participate in project discussions, offer valuable insights, and build strong relationships before the RFP stage will be best positioned to win contracts and drive innovation. By following Paul Schuler’s approach, businesses in the water and wastewater industry can gain a competitive advantage and establish themselves as long-term partners in critical infrastructure development.

If you would like to see the entire interview, watch the full webinar.