Tips for Using AI to Analyze RFPs

Requests for proposals (RFPs) are often complex, lengthy, and time-consuming to analyze. However, analyzing RFPs is crucial for understanding the client’s needs, expectations, and evaluation criteria. Therefore, consider using AI to expedite your analysis and provide an independent voice.

Formulate Generative AI Prompts to Query the RFP

Upon RFP receipt, formulate Generative AI prompts to analyze it. Table 1 provides 14 prompts to consider when analyzing RFPs and describes their outputs.

Table 1: Generative AI Prompts for Analyzing RFP Contents

NoAI CommandDescription of Result
1Create a summary and overview of RFP requirementsAI can provide a concise summary of the RFP, highlighting key points such as the customer’s name, the purpose of the RFP, deadlines, and contact information. This helps you quickly grasp the essentials.
2Identify and describe the customer’s top priorities and pain pointsAI can analyze the RFP to identify the customer’s primary concerns, goals, and challenges. Understanding these priorities is essential for tailoring your proposal effectively.
3Describe the size, scope, and complexity of the requirementsAI can extract information about the project’s scale, scope, and complexity as outlined in the RFP. This helps you gauge the resources and expertise needed.
4Identify and describe any requirements that may pose a risk to operationsAI can identify any risks or challenges mentioned in the RFP that could impact the project or proposal. This helps you prepare for potential issues.
5Identify requirements that are unclear and create questions to gather more details about the requirementsBased on the RFP content, AI can generate questions or areas where further clarification may be needed. These questions can be valuable for seeking additional information from the customer.
6Analyze the evaluation criteria and provide additional detailAI can highlight the criteria by which the proposals will be evaluated. This includes factors such as technical expertise, cost, schedule, and past performance.
7Identify compliance requirementsAI can identify any specific compliance or certification requirements mentioned in the RFP. This is crucial to ensure that your proposal aligns with the customer’s expectations.
8Identify budget and price informationAI can extract information related to budget constraints, pricing structures, and any financial details mentioned in the RFP.
9Identify instructions and submission requirementsAI can highlight instructions related to the proposal submission process, including deadlines, required formats, and any supporting documents needed.
10Identify and describe contract terms and conditionsAI can extract details about the legal and contractual terms and conditions outlined in the RFP, ensuring that you are aware of any specific contractual obligations.
11Identify and describe appendices and attachmentsAI can identify any appendices or attachments in the RFP that provide additional context or requirements.
12Identify the language and tone of the RFPAI can assess the language and tone of the RFP to identify any specific preferences or expectations of the customer regarding how proposals should be written and presented.
13Provide a competitive analysis of RFP requirementsAI can analyze the RFP to identify potential competitors, their strengths, and weaknesses. This can help you assess your position in the bidding process.
14Identify the key contacts listed in the RFPAI can extract contact information for key personnel or points of contact mentioned in the RFP, so you address questions and submit the proposal to the right contacts.

Summary

Remember that the specific capabilities of AI may vary depending on the technology and tools you use. Nevertheless, AI can be a valuable resource for quickly extracting, summarizing, and organizing information from RFP documents, saving time and helping you prepare more informed and competitive proposals.

By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedInFacebook, and Twitter.

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Brenda Crist