Use AI to respond to buyer RFPs

Step 1: Analyze buyer requirements

To get started, we’re going to upload an RFP document to ChatGPT and have it analyze the buyer’s requirements with as much detail and objectivity as possible.

This will be helpful for two reasons:

1. We’ll be able to get a clear summary of the RFP requirements
2. We’ll use this context in our next prompt to ChatGPT to create our RFP response

Use the following prompt in ChatGPT along with the RFP attached.

Sample prompt:

You are tasked with analyzing buyer requirements in the attached Request for Proposal (RFP) document. Your goal is to extract and summarize key information that will help a potential vendor understand the buyer's needs and expectations.

Please follow these steps to analyze the RFP:

1. Carefully read through the entire RFP document.
2. Identify and extract all relevant information related to the specified analysis focus.
3. Organize the extracted information into logical categories or themes.
4. Summarize the key points for each category or theme.
5. Highlight any specific requirements, deadlines, or evaluation criteria mentioned.
6. Note any ambiguities or areas where more clarification might be needed.

Remember to maintain objectivity in your analysis and avoid making assumptions beyond what is stated in the RFP. Be thorough in your examination of the document to ensure no crucial details are missed.

ChatGPT will provide a detailed breakdown of the RFP for review.

Step 2: Generate RFP response content

Now that we have the buyer’s requirements, we can have ChatGPT generate an RFP response based on the requirements, synthesizing our offering from our website and new pitch deck into the response.

Sample prompt:

Now, create an RFP (Request for Proposal) response document in response to this buyer’s requirements. Your goal is to provide comprehensive and compelling responses to all requirements outlined, using information from the my agency's attached pitch deck and website. Follow these instructions carefully to complete the task:

1. First, carefully re-read and analyze the buyer’s requirements.
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2. Next, review the content from my agency's pitch deck and website:
‍[insert your agency website link]
[insert your agency pitch deck link or attach as a PDF]

3. For each requirement or question identified:
a. Search for relevant information in the pitch deck and website content.
b. Craft a response that directly addresses the requirement, using the most appropriate and compelling information from the provided materials.
c. Ensure that the response is clear, concise, and tailored to the specific requirement.
d. If there is insufficient information to fully address a requirement, note this and suggest what additional information might be needed.

4. Structure your RFP response document as follows:
a. Executive Summary: Provide a brief overview of my agency and why we are the best fit for the project.
b. Company Background: Include relevant information about my agency’s history, mission, and values.
c. Responses to Requirements: Organize your responses according to the structure of the RFP, using headings and subheadings as appropriate.
d. Additional Information: Include any other relevant details that may strengthen my proposal.
e. Conclusion: Summarize key points and restate my agency’s suitability for the project.

5. Review your responses to ensure:
a. All requirements from the RFP are addressed.
b. The language is professional and aligns with my agency’s tone and style.
c. There is a logical flow of information throughout the document.
d. Any claims made are supported by evidence from the pitch deck or website.


6. Refine and polish the content, ensuring it is free of errors and presents a compelling case for selecting my agency.

Remember to use only the information provided from the RFP, pitch deck, and company website to create your response.

ChatGPT will then generate a comprehensive RFP response.

Step 3: Design the RFP response document

Once you’re happy with the RFP response content, we can copy the content by clicking the “Copy” button at the bottom of the final ChatGPT generation.

We’ll take this content and go to Gamma to generate a professional-looking RFP response document. On your Gamma dashboard, click the “Create new AI” button.

Then, select the “Paste in text” option.

Paste the RFP response content from ChatGPT into the text box and select the “Document” option at the bottom of the screen. Then, click the “Continue” button.

Now we can define more granular design elements of the RFP response document. We’re going to keep the Content in a “Freeform” structure and “Preserve” the text content so that Gamma doesn’t change any of the content ChatGPT generated for our RFP response.

In the next screen, select your design theme and click the “Generate” button to generate the RFP response document.

And just like that, you’ll get a high-quality designed RFP response document, matching your agency’s brand elements. Make sure to edit the content and design as needed.

When you’re ready, click the “Share” button in the top right corner and export the RFP response document in your preferred format, like PDF or PowerPoint.

Nice work! Now you have a solid process for going from RFP to response in minutes.

In the next and final lesson of the course, we’ll create an automated workflow for processing win/loss data to improve your agency’s win rate.

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This tutorial was created by Garrett.