Prepare the source pack
Choose the proposal kind and supply the buyer brief, approved evidence, delivery assumptions and commercial terms. For RFP work, retain the issued requirements and separate known answers from missing evidence.
How to create an RFP response with Gixo
Choose RFP Response first, upload the buyer's files and your evidence, then supply context and generate. Use the workspace to review requirements, assign owners and record approvals before exporting a proposal or returning the original questionnaire. Your team makes the final submission.
Arc · real output
From a supplied scope to a proposal you can inspect.
Read a real exported proposal alongside the brief Arc received. The example keeps supplied scope, commercial assumptions and reviewer responsibility visible.
RFP response: resident feedback and service analytics, Marlow Borough Council RFP 2026-14
A response to a council's request for proposals, written for an invented bidder: a cover letter, an executive summary, an answer to each of the ten mandatory and three desirable requirements, the team, two local-authority references, and a price built from the bidder's day rates and unit rates, with every line showing its days or units.
Inspect the source brief or data
Respond to Marlow Borough Council's request for proposals RFP 2026-14 on behalf of Larkfield Analytics Ltd. Answer each mandatory requirement R1 to R10 and each desirable requirement D1 to D3 in turn, using the supplied evidence file for the company, delivery team, past performance, rates, assurance and declarations. Then add a short section that shows where the response answers each evaluation criterion (method, delivery team, past performance, data protection and security) and price. Build every price line from the standard rates in the evidence file (the days of each role times the day rate, or the units times the unit rate) and show the days or units behind each line. Add nothing the evidence file does not state, and do not refer to appendices or attachments that the response does not contain. Put a notice on the cover page that the buyer and the bidder are fictional and the response is a worked example. Inputs: the buyer's document (rfp-marlow-council.md); the bidder's evidence file (larkfield-evidence.md); commercial terms: value 296,000 to 318,000 GBP, valid for 60 days, payment terms 'Invoiced monthly in arrears, payable within 30 days.'; deal context: The buyer and the bidder in this response are fictional, and this response is a worked example. The response is for a 24-month contract with an option to extend for 12 months, within the buyer's budget ceiling of 330,000 pounds excluding VAT.
Read the sample review notes
A separate reviewer agent read its 150 claims against the bidder's evidence file, the council's RFP and the deal terms: 132 are supported, 16 go a little beyond an input, 2 are in no input (it calls the price fixed, and it cites a 1,950-word limit nobody set) and none contradicts one. Every price line recomputes. It is not a person's review.
Review the proposed response
Inspect scope, exclusions, requirements and price assumptions. Use reviewable edits and saved comparisons; an unresolved buyer question needs an owner or an explicit qualification.
Package the reviewed version
Inspect the actual PDF, Word or HTML output. Tracked delivery activity and a recorded deal outcome answer different questions; verify the recipient, permissions and current approval state before sharing.
Buyer requirements and response ownership
Keep buyer RFP files separate from bidder evidence and approved reusable answers. Inspect extraction coverage, requirement source locations, questionnaire previews and submission limits. Response work can carry an SME owner, due date, escalation owner and required reviewer decisions. Compare an addendum with the source before changing a response.
Commercial schedules and recurring totals
Review each line's quantity, rate, unit, optional status and one-off, monthly or annual recurrence. Inspect recurrence totals and the estimated first-year total separately. Currency, supplied tax input and commercial assumptions need review. When importing Business metrics, select and review the source values before applying them to the schedule.
Buyer edition and submission package
Choose the current saved response or an approved edition. Inspect retained attachments, filled questionnaires, the compliance matrix and the package preview. A release manifest identifies stored delivery bytes. For tracked links, review recipient access, expiry, password and permissions separately from delivery activity and the recorded opportunity outcome.
A draft or readiness check is not approval of pricing, legal terms or a delivery commitment. Arc proposal drafting does not imply CRM, CPQ or tax-calculation automation.
From source material to reviewable draft
See what Arc helps your team review
Choose the proposal type, add the RFP, brief, notes, or prior work, then review a structured first draft before it reaches a client.
- 1Add source materialRFPs, briefs, notes, decks, and prior work
- 2Draft to the proposal typeSections and structure follow the real opportunity
- 3Review before deliveryYour team checks facts, scope, pricing, and commitments
Five Steps to an RFP Response
1
Select the RFP Response type
Open Arc and choose RFP Response in the proposal-type step. This selects the drafting structure; it does not certify compliance with a particular solicitation.
2
Upload the RFP and supporting sources
Add the buyer's RFP or original questionnaire and supporting evidence such as capability statements, approved case studies, and pricing notes. Set source roles so buyer requirements and your evidence have distinct jobs.
3
Add context and generate a first draft
Provide the opportunity context and drafting instructions, then generate. Inspect the resulting narrative and requirement workspace against the buyer's original document before treating either as complete.
4
Review answers, owners, and approval gates
Assign response owners, reviewers, and due dates. Search approved answers for reusable material, adapt it to this buyer, and verify supporting evidence. Resolve missing or unsupported claims and record the required review-gate decisions. Saving an answer for reuse still requires library review.
5
Inspect the handoff and export
Export the reviewed narrative in an available proposal format. For a supported XLSX or DOCX questionnaire, preview answer targets and write your answers into a copy of the buyer file. Preflight blocks unsafe targets such as protected or formula cells, merged cells, invalid dropdown values, missing required answers, and conflicting mappings. Inspect the final file; your team submits it.
Frequently Asked Questions
How does Gixo extract requirements from an RFP?
The proposal workspace extracts requirements from the source material and presents them for review. Compare the requirement list with the original RFP, confirm required answers and scoring criteria, and correct gaps before approval. Extraction and a coverage score do not establish that the response satisfies the buyer.
Can I upload supporting documents alongside the RFP?
Yes. Upload capability statements, past performance references, technical documentation, certifications, and any other files that contain information relevant to your response. Gixo draws from these supporting documents when generating answers to each requirement, producing responses grounded in your actual capabilities.
Does the response match the RFP section numbering?
Check generated narrative sections and cross-references against the RFP; generation does not guarantee exact numbering. For a supported XLSX or DOCX questionnaire, use the separate questionnaire return workflow: preview mapped answer targets, resolve preflight blockers, and write your answers into a copy of the buyer file. That export does not wait for approval, so inspect the returned file before submitting it.
How long does RFP response generation take?
Generation time depends on the RFP, supporting files, and service load. Allow separate time to verify evidence, complete unanswered requirements, resolve review gates, and inspect the export; draft generation is only one part of the response workflow.
Is this suitable for government RFPs?
Arc can prepare a draft from a government RFP and your supporting material. Your procurement and legal reviewers must confirm eligibility, required forms, assertions, formatting, page limits, and submission rules. Arc does not certify compliance or submit through the procurement portal.
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