Let me show you exactly how this works with a real example.
The Traditional Way (You're Too Late)
March 15, 2026 - An RFP drops for a $1.2M road resurfacing project in Sudbury. You have 3 weeks to respond.
You spend days scrambling to:
- Understand the scope
- Price out materials and labor
- Figure out who's making the decision
- Submit your bid (along with 12 other contractors)
The result? You're competing purely on price with zero relationship. Even if you win, your margins are razor-thin.
The Pip Way (You're Three Months Ahead)
January 2, 2026 - Sudbury Council approves the same project in their quarterly meeting. The Pip extracts it from the meeting minutes and sends it to you that Friday.
Arterial Road Resurfacing Program
Council approved 1.25km of asphalt replacement on Regent Street with completion target of Fall 2026. RFP expected Q2 2026 (~12 weeks lead time).
You have the budget. You know exactly what they've approved to spend.
You have the timeline. Fall 2026 completion means RFP in Q2—giving you ~12 weeks lead time.
You have the contact. John Smith, Director of Public Works, j.smith@sudbury.ca, (705) 671-2100.
What You Do Next
Here's the playbook:
Week 1: Make Contact
Call John Smith. Not to pitch—just to introduce yourself and ask questions:
- "I saw the council approved the Regent Street project. What's driving the timeline?"
- "Have you worked with contractors on similar projects before?"
- "Any specific challenges I should know about?"
Week 2-6: Build the Relationship
- Send him case studies of similar projects you've done
- Offer to walk the site with him and provide informal feedback
- Share insights on material availability and pricing trends
Week 8: Position Yourself
- "Based on what we've discussed, would it be helpful if I put together some preliminary thoughts on the scope?"
- Your expertise helps shape what goes into the RFP
Week 12: The RFP Drops
By now:
- You've met with John 3 times
- He knows your work quality and pricing
- You've already walked the site together
- Your preliminary proposal influenced the final spec
You're not bidding. You're confirming what you already discussed.
The Competitive Advantage
While 12 contractors are scrambling to respond in 3 weeks, you spent 12 weeks building the relationship. The "competition" doesn't even know they're already too late.
Cybersecurity Infrastructure Upgrade
Budget approved for network segmentation, endpoint protection, and SIEM deployment. RFP expected Q2 2026.
Fleet Vehicle Replacement Program
Fleet replacement program for light-duty trucks and service vehicles. Procurement to begin Q1 2026.
This Works For Any Category
Roads, IT services, fleet vehicles, building maintenance, engineering—it doesn't matter. Every municipality approves projects before they post RFPs.
The Pip finds them. You build relationships. Your competitors show up late.
Ready to Start?
[Book a demo](https://thepip.ca/contact) and I'll show you what we're currently finding in your region.
Early intelligence isn't an advantage. It's the entire game.