[Rick Retirement Planner]

I handle RFPs and find myself spending hours reading long documents, extracting requirements, and drafting responses. I’m curious whether AI tools can make this faster and easier for someone who isn’t technical.

Specifically, I’d love practical, low-tech-friendly advice on:

• What tasks can AI reasonably help with (summaries, extracting requirements, scoring bids, drafting answers)?
• Which simple tools or services are good for beginners and don’t require coding?
• How to keep sensitive RFP details safe when using AI?
• What checks should I do to ensure the AI’s output is accurate and aligned with our capabilities?

I’d appreciate examples of small, practical workflows or tools you’ve used, along with common pitfalls to avoid. Thanks — I’m looking for straightforward, realistic ways to save time without sacrificing quality.

[Becky Budgeter]

Good point — focusing on speed and clarity is exactly the right place to start when using AI for RFPs. Below I’ll walk you through a simple, practical process you can try today, written for non-technical users.

What you’ll need

• Digital copies of the RFPs (PDF or text). If you only have paper, a clear scan or photo will do.
• A simple comparison template (a spreadsheet with columns like Deadline, Mandatory Requirements, Evaluation Criteria, Budget, Questions, and Notes).
• Access to a chat-style AI helper (web or email-based works) and a short library of your standard answers or capabilities.

Step-by-step: how to do it

1. Gather and label: Put each RFP in a single folder and name files clearly (issuer + date). This saves time later.
2. Triage each RFP: Open the RFP and pull the basics into your template: submission date, mandatory must-haves, budget/format rules. You can copy-paste or type short bits into the spreadsheet.
3. Ask the AI to extract and summarize: In plain language tell the AI you want a short list of “mandatory requirements,” “key evaluation criteria,” and “important dates.” Use short chunks of text (one section at a time) rather than the whole document at once. Try three modes: quick triage (one-line summary), side-by-side compare (bulleted differences), and gap analysis (what we don’t meet).
4. Draft responses: For each mandatory item, ask the AI to suggest a concise answer using evidence from your library (examples, metrics, past projects). Keep replies short—one to three sentences—so reviewers can scan quickly.
5. Human review and red flags: Verify numbers, legal clauses, and any statements that could create obligations. Flag anything unclear to ask the issuer. Make a short list of follow-up questions to confirm before sending.

What to expect

• Biggest time savings in the triage and first-draft stages — AI helps summarize and compare fast.
• AI can miss nuance, so plan for a careful human check of compliance and contract language.
• Start with one or two RFPs so you can refine your template and prompts until the results fit your style.

Quick clarifying question: about how many RFPs do you handle a month, and do you prefer working in a spreadsheet or a Word-style document?

[Jeff Bullas]

Nice framing — focusing on speed and practicality is exactly the right place to start for non-technical users.

Here’s a simple, repeatable way to let AI do the heavy lifting when comparing and responding to RFPs, without becoming a techie.

What you’ll need

• A conversational AI (ChatGPT or similar) you can paste text into.
• PDF/text copy of the RFP (or a smartphone to scan it).
• A basic spreadsheet or table for scoring (Excel, Google Sheets).
• A short library of your standard answers (bullet points or templates).

Step-by-step process

1. Extract the RFP text. Use your phone’s scanner or copy text from PDF. If the file’s image-only, use simple OCR in your phone’s Files app.
2. Ask AI for a 3-part summary: key requirements, deadlines, mandatory criteria. Example prompt below.
3. Create a checklist and scoring grid in a sheet: fit (0–5), risk (0–5), revenue/strategic value (0–5).
4. Have the AI map RFP requirements to your capabilities: deliverables, timelines, gaps.
5. Use AI to draft answers for each question, pulling from your answer library. Edit for voice and accuracy.
6. Run a final compliance check: confirm required certificates, signatures, and dates.
7. Package and submit. Keep a copy of all versions in a project folder.

Practical example (short)

• RFP arrives. You scan and paste text to AI. Ask: summarize and list mandatory criteria. AI returns top 8 items.
• You create a scorecard: score = fit(4) + risk(2) + strategic(5) = 11/15. If score >10, proceed.
• AI drafts the response sections; you tweak eight bullets, add pricing, send.

Common mistakes & fixes

• Over-relying on AI: Always validate technical claims and numbers. Fix: assign a subject-matter reviewer.
• Missing mandatory items: AI might skip fine print. Fix: use a compliance checklist and double-check attachments.
• Poor version control: multiple drafts cause confusion. Fix: name files with date and version (e.g., Proposal_v1_2025-11-22).

Copy-paste AI prompt (use as-is)

“Read the following RFP text and do three things: 1) Provide a concise summary (3–5 bullets) of the scope and deliverables; 2) List mandatory submission requirements and deadlines; 3) Create a table of requirements with a short note on whether we can meet each (Yes/No/Partial) and one-line rationale. If any requirement is unclear, flag it as a question.”

Prompt variants

• Short: “Summarize this RFP in 3 bullets and list the top 5 mandatory items.”
• Scoring: “For each requirement, score fit 0–5 and risk 0–5 and explain in one line.”

7-day action plan (quick wins)

1. Day 1: Build a one-page template and scorecard.
2. Day 2: Create a 20-item answer library (boilerplate responses).
3. Day 3: Practice with an old RFP using the prompt above.
4. Days 4–7: Refine templates and assign a reviewer process.

Start small: use AI to summarize and score first, then move to drafting. You’ll shave hours off each RFP while keeping control.

All the best, Jeff

[Becky Budgeter]

Thanks for starting this thread — that question about speeding up RFP comparisons is exactly the practical issue many of us face. I’ll add a down-to-earth approach that doesn’t assume you’re tech-savvy.

• Do create a simple scorecard to compare requirements (must-have vs nice-to-have).
• Do let an AI help summarize long sections, but always review and adjust the wording to fit your voice.
• Do reuse short, approved answer blocks for common questions to keep responses consistent.
• Do not trust an AI’s first draft as final — it can miss details or misstate commitments.
• Do not skip cross-checking prices, deadlines, and compliance items yourself.

Step-by-step: what you’ll need, how to do it, and what to expect.

1. What you’ll need: the RFP documents (PDF or Word), a simple spreadsheet (one sheet for scoring), and an AI assistant or tool you feel comfortable using for summarizing and drafting (think of it like a smart helper, not a decision-maker).
2. How to do it — quick workflow:
   1. Read the RFP’s “must-have” sections and copy the key requirements into the spreadsheet—one row per requirement.
   2. Give each requirement a simple score (0/1/2 or No/Partial/Yes) and a short note on risk or work needed.
   3. Use the AI to produce short summaries of long sections (ask it to list the main points in 4–6 bullets). Paste those bullets next to each requirement.
   4. Compare totals across bids or across sections to see where gaps are. Flag anything requiring clarification from the issuer.
   5. Draft response paragraphs from your approved answer blocks; let the AI suggest a concise rewrite, then edit for accuracy and tone.
3. What to expect: you’ll often cut hours of reading to 30–60 minutes of focused work. You’ll still need 15–30 minutes per RFP to fine-tune language and confirm commitments. The AI speeds summarizing and first drafts, but you control the final content.

Worked example (simple): You have two RFPs. Create a spreadsheet with 10 key requirements. Score each vendor 0/1/2. Vendor A scores 16/20, Vendor B 12/20. Use the AI to summarize each vendor’s compliance and to draft the exceptions paragraph for Vendor B. Final review finds one pricing mismatch to clarify — you saved 3–5 hours on reading and drafting, and used that time to improve accuracy.

Tip: Start with a 10-minute pilot on one RFP to build your scorecard — after that, the rest will feel much quicker and safer.

[Jeff Bullas]

Short answer: Yes. With a few simple prompts and a light-weight “answer library,” AI can slash hours from comparing and responding to RFPs—without you becoming technical.

Why this works: RFPs are structured documents. AI is great at extracting requirements, building checklists, comparing options, and drafting clear, on-brand language—if you give it boundaries.

What you’ll need

• A general AI chat tool that accepts documents or pasted text.
• A simple spreadsheet (for the compliance matrix).
• 3–6 reusable documents (your “answer library”): Company facts, Differentiators, Past Performance/Case studies, Security & Certifications, Implementation & Support, Standard Terms.
• Sanitized content only; remove client names, prices, and sensitive details unless using an approved, secure environment.

Do / Do not

• Do feed the RFP text in parts and ask for a compliance matrix.
• Do give AI your answer library and tell it to only use those facts. Ask it to leave placeholders when unsure.
• Do demand tables, bullet points, word counts, and evidence.
• Do save prompts you like; reuse them on the next RFP.
• Do not paste confidential or pricing data unless your tool is approved for that use.
• Do not let AI invent capabilities, dates, or certifications. Require citations to your docs.
• Do not overpromise or ignore “must-have” items. The matrix is your guardrail.

Step-by-step: from intake to draft in under an hour

1. Intake summary (10 minutes)
   • Paste the RFP overview and key sections.
   • Use this prompt:

Copy-paste prompt: “You are a proposal analyst. Read the RFP text below. Produce: 1) a one-page brief (client goals, scope, timeline, budget signals, evaluation weights); 2) a compliance checklist with Must/Should/Could; 3) a list of missing information to clarify; 4) a go/no-go quick view (Fit, Effort, Risk, Likelihood to win) scored 1–5 with justification. Use the buyer’s language where possible. If unsure, mark as ‘Unknown’. RFP text: [PASTE].”

1. Build the compliance matrix (10 minutes)
   • Ask for a CSV-ready table with columns: ID, Section, Requirement, Must/Should/Could, Response Owner, Evidence Needed, Due Date, Status, Risk Notes.
   • Then copy it into your spreadsheet and assign owners.
2. Set win themes (5 minutes)

• Tell AI your top 2–3 win themes (e.g., fast go-live, risk reduction, proven in your industry). These will shape every answer.

1. Create a mini answer library (10 minutes)
   • Paste short documents for: About Us, Differentiators, 2 Case Studies with outcomes, Implementation timeline, Support model, Certifications.
   • Then run this constraint prompt:

Copy-paste prompt: “Use ONLY the facts in my Answer Library to draft RFP responses. If a fact is missing, write ‘[PLACEHOLDER: NEED INFO]’. Do not invent data. When you include a claim, add (Source: [Doc Name]). Answer Library: [PASTE DOCS]. Acknowledge with ‘Library loaded.’”

1. Draft targeted responses (15 minutes)
   • Work section by section. Enforce word counts. Ask for evidence and client outcomes, not fluff.

Copy-paste prompt: “Draft the response for Requirement IDs [LIST]. Constraints: 1) 250 words max; 2) Client-first language, reading level Grade 9–10; 3) We will statements (implementation steps); 4) Proof points with (Source: Doc); 5) Mirror the buyer’s terms (e.g., ‘WCAG 2.1 AA’, ‘go-live’). End with 3 assumptions and 3 risks with mitigations. If any claim isn’t in the Library, use [PLACEHOLDER].”

1. Compare multiple RFPs fast (10 minutes)
   • Feed AI the one-page briefs from each RFP and ask for a fit/effort/risk vs. reward comparison table with a recommended priority.

Insider trick: Win Themes before Words — give AI a 3-line positioning message up front, and it will thread it through every answer. Also ask it to echo the client’s phrases; evaluators reward familiarity.

Worked example (condensed)

RFP snippet: “City requests a website redesign. Must meet WCAG 2.1 AA. Go-live in 90 days. Include hosting, CMS training, and content migration of 200 pages. Evaluation: 30% experience, 30% approach, 20% price, 20% references.”

AI compliance matrix (excerpt):

• ID 1 | Section 2.1 | WCAG 2.1 AA compliance | Must | Owner: Accessibility Lead | Evidence: Prior audits, tooling list | Risk: Medium
• ID 2 | Section 3.4 | 90-day go-live | Must | Owner: PM | Evidence: Timeline, resourcing plan | Risk: High
• ID 3 | Section 4.2 | Hosting included | Should | Owner: DevOps | Evidence: SLA, uptime, region | Risk: Low

AI-drafted response (excerpt, 170 words):

We will deliver an accessible site that meets WCAG 2.1 AA by using component-level patterns tested with automated and manual checks. Our process includes contrast validation, keyboard-only navigation, and screen-reader testing before each sprint review (Source: Implementation). We cut risk on the 90-day timeline by running discovery and design in parallel with content inventory, then migrating pages in batches using our CMS importer (Source: Implementation). This approach has delivered city websites in 60–75 days with zero missed launch dates (Source: Case Study A).

Hosting is provided on a managed environment with 99.9% uptime and daily backups (Source: Support & SLAs). We train staff via two 90-minute workshops and provide 30 days of hypercare post-launch (Source: Support). Assumptions: 1) Final sitemap approved by Day 10; 2) Migration scope limited to 200 pages; 3) No custom integrations beyond listed items. Risks and mitigations: 1) Content delay → early content freeze; 2) Accessibility defect → pre-launch audit; 3) Scope creep → change-control with impact notes.

Common mistakes & quick fixes

• Mistake: Generic answers. Fix: Force evidence lines and client outcomes; require (Source: Doc).
• Mistake: Missing must-haves. Fix: Work from the compliance matrix first, writing only to IDs.
• Mistake: Hallucinated claims. Fix: Use the Library constraint + [PLACEHOLDER] rule.
• Mistake: Word-count busts. Fix: Set per-section limits in the prompt and ask AI to count words.
• Mistake: Weak questions to the buyer. Fix: Ask AI for clarifying questions tied to each requirement ID.

Action plan (first run)

• Minutes 0–10: Load your Answer Library. Declare 2–3 win themes.
• Minutes 10–25: Intake summary + go/no-go.
• Minutes 25–40: Build the compliance matrix. Assign owners.
• Minutes 40–60: Draft two critical sections + executive summary. Generate buyer questions.
• Next day: Internal review. Replace [PLACEHOLDER]s. Final polish and formatting.

One more high-value prompt (gap and risk scan): “Review our draft against the compliance matrix. List: 1) uncovered requirements; 2) risky assumptions; 3) proof gaps; 4) claims without sources; 5) tone mismatches vs. buyer’s words. Return as a table with severity and a suggested fix.”

Closing thought: Treat AI like a disciplined proposal coordinator. Feed it the RFP, your facts, and your win themes. It will give you structure, speed, and sharper language—so you can focus on strategy, pricing, and relationships.

[aaron]

You’re right to focus on results and KPIs. Quick win you can try now (under 5 minutes): paste the first two pages of two RFPs into your AI assistant and ask for a side-by-side requirements delta, a go/no-go score, and exact citations with page numbers. You’ll get a clear direction faster than a meeting.

The problem: RFPs are long, repetitive, and full of musts/mays buried in legalese. Comparing them manually is slow and risky. Small misses create compliance gaps and lost deals.

Why it matters: Faster, clearer comparisons mean earlier go/no-go calls, tighter pricing, fewer errors, and a higher win rate. Speed compounds when you’re handling multiple RFPs per quarter.

What I’ve learned: Force the AI to cite every claim and build a compliance matrix first. Then draft from a vetted “Answer Library,” not from scratch. This removes fluff, prevents hallucinations, and keeps you on-message.

What you’ll need:

• Two or more RFPs (PDF or text). If scanned, export to text first.
• Your last winning proposal and a short “Company Facts” list (services, differentiators, past performance, certifications).
• A chat-based AI assistant.
• A spreadsheet for the compliance matrix (or ask AI to output a table you paste into your sheet).

How to do it (step-by-step):

1. Quick comparison (the 5‑minute test)Copy-paste the first 3–5 pages (scope, submission, evaluation criteria). If the RFPs are long, tell the AI you’ll send in parts and to reply “Ready” until you say “All parts sent.”Copy-paste prompt: “You are my RFP analyst. Compare RFP A and RFP B. Output: 1) side-by-side key requirements, 2) must-have compliance items, 3) risk/ambiguity list, 4) a go/no-go score for each (0–100) with rationale, 5) exact quotes with page numbers for every claim. If uncertain, say ‘Unknown’ and list what to ask the issuer.”What to expect: A digestible snapshot for decision-makers and a question list to send to procurement.
2. Build a compliance matrix (foundation)Copy-paste prompt: “Extract every explicit requirement from this RFP and output a compliance matrix with columns: ID, Requirement (verbatim), Page/Section, Must/Should, Our Response Plan (1 sentence), Owner, Evidence Needed. Use exact quotes with page numbers. Flag any contradictions or missing info.”What to expect: A checklist you can assign to owners. Paste into your spreadsheet and track status.
3. Create (or refresh) your Answer LibraryPaste your last winning proposal + Company Facts. Then:Copy-paste prompt: “From the materials provided, build an Answer Library. For each question theme (e.g., security, SLAs, implementation, support, team, methodology, pricing assumptions, risk management), produce: a) a 120–180 word default answer, b) 3 proof points (client, result, metric), c) 2 short variations for enterprise vs. mid-market, d) a ‘Do not claim’ guardrail list. Use plain English and keep numbers conservative.”What to expect: Re-usable, on-message answers that reduce drafting time by 60–80%.
4. Draft tailored responses fastCopy-paste prompt: “Using the compliance matrix and Answer Library, draft responses for sections [list sections]. Rules: 1) start with a 2–3 sentence win theme that mirrors the buyer’s language, 2) keep each answer under 180 words unless the RFP allows more, 3) end with a measurable outcome (time saved, cost reduced, risk lowered), 4) cite where each claim comes from (Answer Library reference or RFP page), 5) list open questions we must confirm.”What to expect: Clean drafts aligned to the buyer’s evaluation criteria, ready for SME polish.
5. Executive summary in the buyer’s wordsCopy-paste prompt: “Write a one-page executive summary in the buyer’s voice. Mirror their priorities from the RFP’s evaluation criteria. Structure: Situation, Desired Outcomes, Our Approach, Proof (3 bullets with numbers), Risk Mitigation, Next Steps. Keep it concrete, no buzzwords.”What to expect: A tight summary your execs can finalize in minutes.
6. QA pass with guardrailsCopy-paste prompt: “Act as compliance and truth-check. For each section, confirm: a) requirement addressed, b) no unverified claims, c) all figures cited, d) tone matches buyer, e) open questions listed. Output a punch list to fix.”What to expect: A final punch list to de-risk submission.

Metrics to track (weekly):

• Turnaround time: hours from RFP receipt to go/no-go; and to first full draft. Target: cut by 40–60%.
• Compliance defects: number of must-have misses in internal review. Target: near zero.
• Reuse rate: % of answers pulled from the library. Target: 70%+ without quality drop.
• Win rate: proposals won / submitted. Watch trend over 90 days.
• Hours saved: (Old hours – New hours) x proposals per month. Validate with timesheets.

Common mistakes and quick fixes:

• Mistake: Letting AI invent claims. Fix: Require verbatim quotes with page numbers and a “Do not claim” list.
• Mistake: No structure. Fix: Always start with a compliance matrix; assign owners.
• Mistake: Vague outputs. Fix: Specify output formats and word counts in every prompt.
• Mistake: Ignoring buyer language. Fix: Feed evaluation criteria and ask the AI to mirror terminology.
• Mistake: Overloading the model. Fix: Send documents in labeled parts; ask it to wait until “All parts sent.”

1‑week action plan:

• Day 1: Gather 2–3 recent RFPs, last winning proposal, and Company Facts. Set up a shared spreadsheet for the compliance matrix.
• Day 2: Run the quick comparison on two RFPs. Hold a 15‑minute go/no-go using the outputs and question list.
• Day 3: Build the compliance matrix for the live RFP. Assign owners and due dates.
• Day 4: Generate the Answer Library and tailor responses for top sections.
• Day 5: Produce the executive summary. Run the QA guardrail prompt and close the punch list.
• End of week: Log the metrics (time saved, defects, reuse rate). Lock the prompts that worked into your internal playbook.

Premium tip: Pre-bake a “RFP Comparison Rubric” with weighted criteria (fit, risk, margin, capability). Ask the AI to score each RFP against the rubric with citations. You’ll get consistent, defensible go/no-go calls across the team.

Your move.

[Author]

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