# What Are the Most Critical Kpis for Measuring Rfp Facilitator Success? ▴ Question

**Published:** 2025-08-07
**Categories:** Question

---

![A precision-engineered apparatus with a luminous green beam, symbolizing a Prime RFQ for institutional digital asset derivatives. It facilitates high-fidelity execution via optimized RFQ protocols, ensuring precise price discovery and mitigating counterparty risk within market microstructure](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-rfq-protocol-high-fidelity-digital-asset-derivatives-execution.jpg)

![A dark, precision-engineered module with raised circular elements integrates with a smooth beige housing. It signifies high-fidelity execution for institutional RFQ protocols, ensuring robust price discovery and capital efficiency in digital asset derivatives market microstructure](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-rfq-system-core-high-speed-price-discovery-module.jpg)

## Concept

Defining the success of a Request for Proposal (RFP) facilitator extends far beyond the simple binary of a win or loss. It involves a systemic evaluation of their ability to architect and manage a procurement process that delivers optimal value, mitigates risk, and aligns with core organizational objectives. A truly effective facilitator operates as the central nervous system of the RFP lifecycle, ensuring that information flows efficiently, stakeholder requirements are precisely translated, and the final decision is built upon a foundation of clear, comparable, and high-quality data. Their performance is a measure of the integrity and strategic output of the entire procurement system they are tasked to oversee.

The core function of the facilitator is to transform a complex purchasing requirement into a structured, competitive, and transparent selection process. Success, therefore, is not a single event but a continuum of value created at each stage. It begins with the foundational work of collaborating with internal stakeholders to forge a precise and unambiguous RFP document.

This initial phase is critical; a well-defined scope prevents the costly downstream consequences of vendor confusion, scope creep, and misaligned proposals. The facilitator’s ability to synthesize diverse internal needs into a coherent and complete set of requirements is the first and perhaps most vital indicator of their potential for success.

Consequently, the most critical KPIs are those that measure the facilitator’s influence on the quality of the process and its ultimate outcome. These metrics provide a nuanced view that captures performance beyond simplistic measures like cycle time or cost savings. They reflect the facilitator’s strategic contribution to the business, framing their role as an architect of value rather than a mere administrator of process. By focusing on these deeper indicators, an organization can begin to quantify the immense, yet often intangible, impact of a masterful [RFP facilitator](https://prime.greeks.live/area/rfp-facilitator/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite).

![A central teal sphere, secured by four metallic arms on a circular base, symbolizes an RFQ protocol for institutional digital asset derivatives. It represents a controlled liquidity pool within market microstructure, enabling high-fidelity execution of block trades and managing counterparty risk through a Prime RFQ](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-hub-1.jpg)

![A sophisticated proprietary system module featuring precision-engineered components, symbolizing an institutional-grade Prime RFQ for digital asset derivatives. Its intricate design represents market microstructure analysis, RFQ protocol integration, and high-fidelity execution capabilities, optimizing liquidity aggregation and price discovery for block trades within a multi-leg spread environment](https://options.greeks.live/wp-content/uploads/2025/07/institutional-grade-proprietary-architecture-driving-high-fidelity-digital-asset-derivatives-execution-via-rfq-protocols-and-optimized-market-microstructure-dynamics.jpg)

## Strategy

A strategic framework for evaluating an RFP facilitator’s success requires a multi-faceted approach that assesses their performance across the entire procurement lifecycle. This lifecycle can be logically segmented into three distinct phases ▴ Pre-RFP Planning, Active RFP Management, and Post-Award Evaluation. By assigning specific KPIs to each phase, an organization can construct a holistic performance narrative that accurately reflects the facilitator’s contribution to strategic goals.

![An advanced digital asset derivatives system features a central liquidity pool aperture, integrated with a high-fidelity execution engine. This Prime RFQ architecture supports RFQ protocols, enabling block trade processing and price discovery](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-rfq-protocol-execution-system-architecture.jpg)

## Pre-RFP Planning Phase the Foundation of Success

The facilitator’s work begins long before an RFP is issued. This foundational phase is where the groundwork for a successful outcome is laid. The primary objective is to develop an RFP document that is clear, comprehensive, and strategically aligned with the organization’s needs, attracting a pool of highly qualified vendors.

- **Quality of Requirements Definition** This KPI measures the clarity and completeness of the RFP document. It can be quantified by tracking the volume and nature of clarification questions received from vendors during the active RFP phase. A low number of substantive questions suggests the requirements were well-defined from the outset.

- **Market Engagement Rate** This metric assesses the facilitator’s ability to stimulate interest from top-tier vendors. It is calculated as the number of qualified vendors that submit a proposal divided by the total number of vendors invited. A high rate indicates a compelling and well-targeted RFP.

- **Stakeholder Alignment** Measured through internal surveys or feedback sessions, this KPI gauges the degree to which all relevant internal departments feel their requirements and concerns were adequately captured in the final RFP document.

![Intricate internal machinery reveals a high-fidelity execution engine for institutional digital asset derivatives. Precision components, including a multi-leg spread mechanism and data flow conduits, symbolize a sophisticated RFQ protocol facilitating atomic settlement and robust price discovery within a principal's Prime RFQ](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-engine-microstructure.jpg)

## Active RFP Management Phase Ensuring Process Integrity

During this phase, the facilitator acts as the central point of control, managing communications, ensuring fairness, and maintaining the momentum of the process. Success is defined by efficiency, transparency, and the quality of the proposals received.

> A facilitator’s true value emerges in their capacity to maintain a fair and transparent process, ensuring all vendors compete on a level playing field.

Key performance indicators in this stage focus on the procedural health of the procurement exercise.

- **[Proposal Compliance Rate](https://prime.greeks.live/area/proposal-compliance-rate/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite)** This is the percentage of submitted proposals that fully comply with all mandatory requirements of the RFP. A high compliance rate is a direct reflection of the clarity of the RFP and the effectiveness of the facilitator’s communication.

- **Communication Efficiency** This can be measured by the average turnaround time for responding to vendor inquiries. Swift and consistent communication keeps vendors engaged and ensures they have the information needed to submit their best possible proposals.

- **[Shortlist Rate](https://prime.greeks.live/area/shortlist-rate/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite)** As a powerful indicator of proposal quality, the shortlist rate measures the percentage of proposals that are deemed strong enough to advance to the next stage of evaluation. A high shortlist rate suggests the facilitator’s process has successfully filtered for high-quality, relevant solutions.

![A sophisticated, multi-component system propels a sleek, teal-colored digital asset derivative trade. The complex internal structure represents a proprietary RFQ protocol engine with liquidity aggregation and price discovery mechanisms](https://options.greeks.live/wp-content/uploads/2025/07/principals-high-fidelity-rfq-engine-for-digital-asset-derivatives-execution.jpg)

## Post-Award Evaluation Phase Measuring Long-Term Value

A facilitator’s impact does not end when a contract is signed. The ultimate test of their success is the long-term value and performance of the selected vendor and solution. While these are lagging indicators, they are essential for a complete evaluation.

This table illustrates how post-award metrics connect the facilitator’s process to tangible business outcomes.

| KPI | Description | Measurement Method | Facilitator’s Impact |
| --- | --- | --- | --- |
| Value Realization | The degree to which the promised benefits (e.g. cost savings, efficiency gains) of the solution are achieved. | Comparison of business case projections vs. actual performance data over 12-24 months. | A robust evaluation process led by the facilitator ensures that vendor claims are realistic and achievable. |
| Vendor Performance Score | The vendor’s adherence to contractual Service Level Agreements (SLAs) and overall satisfaction. | Regular performance reviews and internal stakeholder satisfaction surveys. | The facilitator’s negotiation and contracting process establishes clear, enforceable performance standards. |
| Contract Fidelity | The number of change orders or contract amendments required post-signature. | Tracking contract variations over the initial term. | A thorough requirements gathering and vetting process minimizes the need for later changes. |

![A diagonal composition contrasts a blue intelligence layer, symbolizing market microstructure and volatility surface, with a metallic, precision-engineered execution engine. This depicts high-fidelity execution for institutional digital asset derivatives via RFQ protocols, ensuring atomic settlement](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-rfq-for-institutional-digital-asset-derivatives-execution.jpg)

![A sleek, metallic mechanism symbolizes an advanced institutional trading system. The central sphere represents aggregated liquidity and precise price discovery](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-engine-for-optimal-price-discovery-and-best-execution.jpg)

## Execution

Executing a robust measurement system for RFP facilitator success requires a commitment to data collection and the implementation of a quantitative [performance scorecard](https://prime.greeks.live/area/performance-scorecard/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite). This scorecard translates strategic objectives into tangible, measurable metrics, providing a clear and objective lens through which to view a facilitator’s performance. It moves the evaluation from the subjective realm of anecdotal feedback into the objective world of data-driven analysis.

![Two robust, intersecting structural beams, beige and teal, form an 'X' against a dark, gradient backdrop with a partial white sphere. This visualizes institutional digital asset derivatives RFQ and block trade execution, ensuring high-fidelity execution and capital efficiency through Prime RFQ FIX Protocol integration for atomic settlement](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-optimized-execution.jpg)

## The Quantitative Performance Scorecard

The cornerstone of execution is a performance scorecard that assigns a weight to each KPI based on its strategic importance to the organization. This allows for the calculation of a composite score that represents the facilitator’s overall effectiveness. The scorecard should be a living document, reviewed and refined over time to ensure it continues to reflect business priorities.

> An effective scorecard provides an unbiased, holistic view of the facilitator’s contribution, linking their day-to-day actions to long-term strategic value.

The following table provides a detailed example of such a scorecard, integrating metrics from across the RFP lifecycle.

| Performance Category | KPI | Metric | Weighting (%) | Target | Actual | Score (Actual/Target Weight) |
| --- | --- | --- | --- | --- | --- | --- |
| Process Efficiency | RFP Cycle Time | Number of business days from RFP issuance to contract signature. | 15% | 60 days | 55 days | 16.4% |
| Outcome Quality | Cost Avoidance | Difference between the average initial bid price and the final negotiated contract value. | 25% | 10% | 12% | 30.0% |
| Stakeholder & Vendor Management | Internal Stakeholder Satisfaction | Net Promoter Score (NPS) from internal survey. | 10% | +40 | +50 | 12.5% |

![A precisely balanced transparent sphere, representing an atomic settlement or digital asset derivative, rests on a blue cross-structure symbolizing a robust RFQ protocol or execution management system. This setup is anchored to a textured, curved surface, depicting underlying market microstructure or institutional-grade infrastructure, enabling high-fidelity execution, optimized price discovery, and capital efficiency](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-engineered-rfq-block-trade-execution-for-digital-asset-derivatives.jpg)

## Implementing the Measurement Framework

The successful deployment of this KPI system is a procedural exercise that requires buy-in from leadership and cross-functional collaboration. The process involves several distinct steps:

- 
**Establish Baselines** Before implementing targets, the organization must track metrics over several RFP cycles to establish a baseline performance level. This ensures that future targets are realistic and challenging.

- 
**Integrate Data Sources** Effective measurement requires integrating data from multiple systems. The facilitator must work with IT, finance, and sales operations to pull data from CRM, financial planning, and project management tools.

- 
**Define Roles and Responsibilities** Clear ownership for data collection and reporting must be established. While the facilitator is the subject of the evaluation, a neutral party, such as a procurement analyst or finance partner, should be responsible for compiling the final scorecard to ensure objectivity.

- 
**Conduct Regular Reviews** The performance scorecard should be reviewed with the facilitator on a quarterly or semi-annual basis. These reviews should be constructive, focusing on identifying areas of strength and opportunities for professional development.

- 
**Iterate and Refine** The KPI framework is not static. As the organization’s strategic priorities evolve, the KPIs and their respective weightings should be re-evaluated to ensure they remain aligned and continue to drive the desired behaviors and outcomes.

By executing this disciplined, data-driven approach, an organization can move beyond instinct and develop a profound, quantitative understanding of what constitutes success for an RFP facilitator, thereby elevating the strategic importance of the role itself.

![Abstract forms illustrate a Prime RFQ platform's intricate market microstructure. Transparent layers depict deep liquidity pools and RFQ protocols](https://options.greeks.live/wp-content/uploads/2025/07/high-fidelity-rfq-for-institutional-digital-asset-derivatives-primeos.jpg)

## References

- Loopio. (2021, March 31). RFP Metrics ▴ Three Ways to Measure Success. Loopio.

- RFP360. (2024, February 23). 5 Metrics that are highly effective in evaluating Proposal Management Success. RFP360.

- Autobound. (2024, January 11). Top Five RFP KPIs ▴ Win Every Proposal. Autobound.

- Loopio. (n.d.). RFP Metrics That Matter (An Insider’s Guide to Success). Loopio.

- RFPVerse. (n.d.). How Do We Measure the Success of Our Bid Proposals? Evaluating Key Metrics for Winning Strategies. RFPVerse.

![Visualizes the core mechanism of an institutional-grade RFQ protocol engine, highlighting its market microstructure precision. Metallic components suggest high-fidelity execution for digital asset derivatives, enabling private quotation and block trade processing](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-engine-core-1.jpg)

## Reflection

![A macro view reveals the intricate mechanical core of an institutional-grade system, symbolizing the market microstructure of digital asset derivatives trading. Interlocking components and a precision gear suggest high-fidelity execution and algorithmic trading within an RFQ protocol framework, enabling price discovery and liquidity aggregation for multi-leg spreads on a Prime RFQ](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-system-precision-engine.jpg)

## From Process Manager to Value Architect

The framework of KPIs presented here offers a new lens through which to view the role of the RFP facilitator. It encourages a shift in perspective, moving the function away from the domain of administrative process management and into the realm of strategic value architecture. The metrics are designed to illuminate the facilitator’s ability to construct a system that consistently yields superior procurement outcomes. They force a deeper consideration of the skills required for the role ▴ analytical rigor, stakeholder diplomacy, market awareness, and strategic foresight.

Ultimately, measuring the success of an RFP facilitator is an exercise in measuring the health and effectiveness of an organization’s own [strategic procurement](https://prime.greeks.live/area/strategic-procurement/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) function. The data gathered does more than evaluate an individual; it provides a detailed diagnostic of the entire process. It reveals bottlenecks, highlights communication gaps, and uncovers opportunities for systemic improvement.

How does your organization currently perceive this critical role? By embracing a more sophisticated, data-driven approach to performance measurement, you can unlock new levels of value and transform your procurement process into a sustainable source of competitive advantage.

![Abstract forms representing a Principal-to-Principal negotiation within an RFQ protocol. The precision of high-fidelity execution is evident in the seamless interaction of components, symbolizing liquidity aggregation and market microstructure optimization for digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/08/institutional-digital-asset-derivatives-rfq-protocol-execution-engine.jpg)

## Glossary

<a href="https://prime.greeks.live/area/rfp-facilitator/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![Central mechanical pivot with a green linear element diagonally traversing, depicting a robust RFQ protocol engine for institutional digital asset derivatives. This signifies high-fidelity execution of aggregated inquiry and price discovery, ensuring capital efficiency within complex market microstructure and order book dynamics](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-engine-best-execution.jpg)

## Rfp Facilitator

Meaning ▴ An RFP Facilitator, in the context of crypto Request for Quote (RFQ) processes, is an individual or entity responsible for coordinating and streamlining the entire RFQ lifecycle. </a><a href="https://prime.greeks.live/area/proposal-compliance-rate/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A precise abstract composition features intersecting reflective planes representing institutional RFQ execution pathways and multi-leg spread strategies. A central teal circle signifies a consolidated liquidity pool for digital asset derivatives, facilitating price discovery and high-fidelity execution within a Principal OS framework, optimizing capital efficiency](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-microstructure.jpg)

## Proposal Compliance Rate

Meaning ▴ Proposal Compliance Rate is a metric that quantifies the percentage of submitted proposals, typically in response to a Request for Quote (RFQ) or Request for Proposal (RFP) within the crypto domain, that fully adhere to all specified terms, conditions, and technical requirements. </a><a href="https://prime.greeks.live/area/shortlist-rate/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A sleek green probe, symbolizing a precise RFQ protocol, engages a dark, textured execution venue, representing a digital asset derivatives liquidity pool. This signifies institutional-grade price discovery and high-fidelity execution through an advanced Prime RFQ, minimizing slippage and optimizing capital efficiency](https://options.greeks.live/wp-content/uploads/2025/07/digital-asset-derivatives-rfq-protocol-integration-for-high-fidelity-execution-and-institutional-liquidity-aggregation-on-prime-os.jpg)

## Shortlist Rate

Meaning ▴ Shortlist Rate refers to a metric that quantifies the proportion of initial candidates, proposals, or assets that advance to the next stage of evaluation or selection within a structured process. </a><a href="https://prime.greeks.live/area/performance-scorecard/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A dark, metallic, circular mechanism with central spindle and concentric rings embodies a Prime RFQ for Atomic Settlement. A precise black bar, symbolizing High-Fidelity Execution via FIX Protocol, traverses the surface, highlighting Market Microstructure for Digital Asset Derivatives and RFQ inquiries, enabling Capital Efficiency](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-engine-microstructure-1.jpg)

## Performance Scorecard

Meaning ▴ A Performance Scorecard is a structured management tool used to measure, monitor, and report on the operational and strategic effectiveness of an entity, process, or system against predefined metrics and targets. </a><a href="https://prime.greeks.live/area/strategic-procurement/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A glowing, intricate blue sphere, representing the Intelligence Layer for Price Discovery and Market Microstructure, rests precisely on robust metallic supports. This visualizes a Prime RFQ enabling High-Fidelity Execution within a deep Liquidity Pool via Algorithmic Trading and RFQ protocols](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-core-intelligence-layer-for-rfq.jpg)

## Strategic Procurement

Meaning ▴ Strategic Procurement is a comprehensive, forward-looking approach to acquiring goods, services, and digital assets that prioritizes maximizing long-term value, optimizing the total cost of ownership, and meticulously aligning all procurement activities with an organization's overarching business objectives. </a>

**Tags:** [Cost Avoidance](https://options.greeks.live/area/cost-avoidance/), [RFP Metrics](https://options.greeks.live/area/rfp-metrics/), [RFP Facilitator](https://options.greeks.live/area/rfp-facilitator/), [Strategic Procurement](https://options.greeks.live/area/strategic-procurement/), [Contract Fidelity](https://options.greeks.live/area/contract-fidelity/), [Performance Scorecard](https://options.greeks.live/area/performance-scorecard/)	

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![Abstract metallic and dark components symbolize complex market microstructure and fragmented liquidity pools for digital asset derivatives. A smooth disc represents high-fidelity execution and price discovery facilitated by advanced RFQ protocols on a robust Prime RFQ, enabling precise atomic settlement for institutional multi-leg spreads.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-market-microstructure-optimizing-rfq-protocols-for-high-fidelity-execution-on-prime-os.jpg)

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![Stacked, glossy modular components depict an institutional-grade Digital Asset Derivatives platform. Layers signify RFQ protocol orchestration, high-fidelity execution, and liquidity aggregation. This Prime RFQ architecture manages market microstructure, enabling price discovery and atomic settlement.](https://options.greeks.live/wp-content/uploads/2025/07/layered-digital-asset-derivatives-rfq-protocol-stack-for-prime-brokerage.jpg)

The health of an RFP program is best measured by its Opportunity Progression Rate, which evaluates the system's ability to advance through each competitive stage.

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![Translucent, multi-layered forms evoke an institutional RFQ engine, its propeller-like elements symbolizing high-fidelity execution and algorithmic trading. This depicts precise price discovery, deep liquidity pool dynamics, and capital efficiency within a Prime RFQ for digital asset derivatives block trades.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-engine-14.jpg)

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![Translucent teal glass pyramid and flat pane, geometrically aligned on a dark base, symbolize market microstructure and price discovery within RFQ protocols for institutional digital asset derivatives. This visualizes multi-leg spread construction, high-fidelity execution via a Principal's operational framework, ensuring atomic settlement for latent liquidity.](https://options.greeks.live/wp-content/uploads/2025/07/transparent-geometric-structures-visualizing-multi-leg-spread-rfq-protocols-for-high-fidelity-institutional-digital-asset-derivatives-execution.jpg)

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![A sleek, multi-layered device, possibly a control knob, with cream, navy, and metallic accents, against a dark background. This represents a Prime RFQ interface for Institutional Digital Asset Derivatives. Its refined design signifies High-Fidelity Execution, Private Quotation capabilities, and Algorithmic Trading precision within Market Microstructure for Best Execution via RFQ protocols, minimizing Slippage.](https://options.greeks.live/wp-content/uploads/2025/07/precision-control-interface-for-institutional-digital-asset-derivatives-rfq-protocols-and-prime-os.jpg)

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![Abstract, layered spheres symbolize complex market microstructure and liquidity pools. A central reflective conduit represents RFQ protocols enabling block trade execution and precise price discovery for multi-leg spread strategies, ensuring high-fidelity execution within institutional trading of digital asset derivatives.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-engine-for-high-fidelity.jpg)

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![Two smooth, teal spheres, representing institutional liquidity pools, precisely balance a metallic object, symbolizing a block trade executed via RFQ protocol. This depicts high-fidelity execution, optimizing price discovery and capital efficiency within a Principal's operational framework for digital asset derivatives.](https://options.greeks.live/wp-content/uploads/2025/07/precision-execution-bridging-institutional-liquidity-pools-via-rfq-protocol-for-optimized-digital-asset-derivatives-price-discovery.jpg)

Measuring RFP risk mitigation success requires a balanced scorecard of KPIs tracking efficiency, quality, and strategic alignment.

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---

**Original URL:** https://options.greeks.live/question/what-are-the-most-critical-kpis-for-measuring-rfp-facilitator-success/
