| name | rfp-response-engine |
| description | This skill applies when the user asks to respond to an RFP, RFQ, EOI, or solicitation; draft a technical or cost proposal; build a capability statement; create a compliance matrix; write a bid response; or prepare a proposal package. Triggers include "respond to an RFP," "write a proposal for this RFP," "draft an RFQ response," "prepare an EOI," "build a capability statement," "create a technical proposal," "write a bid," "put together a proposal package," "respond to this solicitation," "compliance matrix for this RFP," and "past performance writeup." Not for grant applications or fundraising appeals (use adf-content-writer). Not for post-award project management documents (use project-management). Not for unsolicited proposals or concept notes.
|
RFP Response Engine
Produce ready-to-submit proposal response packages for ADF Haiti's for-profit
data collection, GIS/drone mapping, and program evaluation services. Accept an
RFP, RFQ, EOI, or capability-statement request as input; deliver a complete,
compliant proposal package as output.
Reference Loading Table
Load references on-demand as each workflow step requires them.
| File | Content | Load When |
|---|
references/rfp-parsing-guide.md | Extraction categories, RFP type patterns, red flags, go/no-go criteria | Step 1: Parse |
references/compliance-matrix.md | Excel Table schema, requirement numbering, status definitions, gap analysis | Step 2: Compliance Matrix |
references/technical-narrative.md | Voice rules, methodology patterns by service line, evaluation alignment | Step 4: Draft (technical sections) |
references/budget-construction.md | LOE calculations, rate card logic, cost templates, reasonableness checks | Step 4: Draft (cost sections) |
references/adf-differentiators.md | Win themes, past performance summaries, differentiator matrix by RFP type | Step 4: Draft (all sections) |
references/capability-statement.md | Document structure, org data block, formatting rules, tailoring guidance | When capability statement requested |
Sibling Skill Delegation
| Skill | Delegate When |
|---|
| adf-docx-style | Formatting any .docx deliverable (cover pages, headers, table styles) |
| adf-content-writer | Organizational knowledge, mission/vision language, boilerplate |
| project-management | WBS, schedule, risk register, SOW structure, PM methodology |
| adf-haiti-design | Brand assets, color palette, logo placement, design guidelines |
Modular Outputs
Each proposal package assembles from these modules. Not every RFP requires all modules.
- Compliance Matrix (XLSX): Maps every RFP requirement to a proposal section with status, evidence, and page references.
- Technical Narrative (DOCX): Methodology, approach, management plan tailored to the solicitation.
- Workplan and Schedule (DOCX or XLSX): Phased timeline with milestones, deliverables, and dependencies. Delegate structure to project-management skill.
- Staffing Plan (DOCX): Key personnel, roles, qualifications, LOE allocation.
- Cost Proposal (XLSX): Line-item budget with LOE calculations, unit costs, and budget narrative.
- Executive Summary (DOCX): 1-2 page overview synthesized after all other sections are drafted.
- Capability Statement (DOCX or PDF): Standalone 1-2 page organizational profile for EOIs and pre-qualification.
- Past Performance (DOCX): Project summaries with client, value, period, scope, and outcomes.
Workflow
Step 1: Parse the RFP
Load references/rfp-parsing-guide.md. Extract requirements across 7 categories:
submission logistics, formatting, evaluation criteria, mandatory sections, technical
requirements, eligibility/qualifications, budget format. Identify RFP type (USAID,
World Bank/IDB, large INGO, Haitian government, other). Flag red flags for go/no-go.
Present a structured brief to the user before proceeding.
Step 2: Build the Compliance Matrix
Load references/compliance-matrix.md. Create an Excel Table with 10 columns mapping
every extracted requirement. Number requirements using the convention R-[Section]-[Seq].
Classify each as Technical, Management, Staffing, Cost, Administrative, or Past Performance.
Run gap analysis; present go/no-go recommendation if critical gaps exist.
Step 3: Clarify Gaps
Use AskUserQuestion to resolve: missing information the RFP requires but ADF references
do not cover; ambiguous requirements needing interpretation; strategic choices (teaming,
subcontracting, pricing strategy). Cap at 5 questions per round.
Step 4: Draft Proposal Sections
Load references/technical-narrative.md, references/budget-construction.md, and
references/adf-differentiators.md as each section requires.
Draft in this order:
- Technical narrative (methodology, approach, management plan)
- Staffing plan
- Workplan/schedule (delegate structure to project-management skill)
- Cost proposal (LOE x rates = line totals; verify arithmetic)
- Past performance
- Executive summary (last; synthesizes all other sections)
Apply ADF voice throughout: confident, declarative, B2B peer tone. "ADF will conduct..."
not "It is proposed that..." No charity framing. No savior narratives.
Step 5: Format Deliverables
Delegate to adf-docx-style for all Word documents. Apply ADF brand standards:
Aptos 11pt body, Prussian Blue (#0a3d50) headers, Pale Blue Lily (#d8e7e6) table banding.
Verify formatting requirements from compliance matrix (page limits, font, margins, spacing).
Step 6: Verify Compliance
Cross-check every compliance matrix row against the final deliverables. Confirm:
- Every "Compliant" row has corresponding content at the referenced page/section
- Page limits respected
- All mandatory sections present
- Budget arithmetic verified (LOE x rate = line total; line totals sum to category totals)
- No em dashes anywhere in any deliverable
Update compliance matrix Page_Ref column with final page numbers.
Scope Boundaries
In scope: Competitive proposal responses to formal solicitations where ADF is bidding
for-profit services (data collection, GIS/drone mapping, program evaluation, training,
capacity assessment).
Out of scope: Grant applications to foundations or donors (use adf-content-writer);
post-award project management documents like inception reports, progress reports, final
reports (use project-management); unsolicited concept notes; proposals for services ADF
does not offer.
Quality Standards
- Compliance: Every RFP requirement mapped and addressed. Zero unaddressed mandatory requirements.
- Traceability: Every budget line item traceable to LOE and rate inputs. Arithmetic verifiable.
- Voice: Confident, specific, evidence-based. No filler, no hedging, no charity language.
- Brand: All documents follow ADF brand standards via adf-docx-style delegation.
- Completeness: Proposal package includes all modules the RFP requires; nothing extra, nothing missing.
