rfp-response-engine

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.

1. Compliance Matrix (XLSX): Maps every RFP requirement to a proposal section with status, evidence, and page references.
2. Technical Narrative (DOCX): Methodology, approach, management plan tailored to the solicitation.
3. Workplan and Schedule (DOCX or XLSX): Phased timeline with milestones, deliverables, and dependencies. Delegate structure to project-management skill.
4. Staffing Plan (DOCX): Key personnel, roles, qualifications, LOE allocation.
5. Cost Proposal (XLSX): Line-item budget with LOE calculations, unit costs, and budget narrative.
6. Executive Summary (DOCX): 1-2 page overview synthesized after all other sections are drafted.
7. Capability Statement (DOCX or PDF): Standalone 1-2 page organizational profile for EOIs and pre-qualification.
8. 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:

1. Technical narrative (methodology, approach, management plan)
2. Staffing plan
3. Workplan/schedule (delegate structure to project-management skill)
4. Cost proposal (LOE x rates = line totals; verify arithmetic)
5. Past performance
6. 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

1. Compliance: Every RFP requirement mapped and addressed. Zero unaddressed mandatory requirements.
2. Traceability: Every budget line item traceable to LOE and rate inputs. Arithmetic verifiable.
3. Voice: Confident, specific, evidence-based. No filler, no hedging, no charity language.
4. Brand: All documents follow ADF brand standards via adf-docx-style delegation.
5. Completeness: Proposal package includes all modules the RFP requires; nothing extra, nothing missing.