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 respond to an RFP with AI
Upload the RFP, add the source material your team trusts, and use AI to create a response draft that follows the buyer's requirements. Then review coverage, tighten claims, and export only after the team is comfortable with the submission.
Responding to an RFP with AI means uploading the RFP document (PDF, DOCX, or plain text) along with your trusted source material, letting AI extract requirements, evaluation criteria, and submission instructions, then generating a source-grounded draft covering the executive summary, technical approach, qualifications, timeline, pricing narrative, and compliance answers. A human reviewer checks requirement coverage before the draft is edited and exported as PDF or DOCX. Gixo's Arc structures this around requirement-by-requirement compliance rather than a generic proposal outline.
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
How Do You Respond to an RFP with AI in Six Steps?
Turn a dense RFP document into a structured review draft. Gixo helps identify the response targets, but your team still owns requirement coverage, pricing, legal commitments, and final submission quality.
1
Download the RFP
Save the RFP document from your client or procurement portal. Gixo accepts PDF, DOCX, and plain text formats.
2
Upload to Gixo
Upload the RFP along with any supplementary files -- past proposals, capability statements, or scope documents that provide context for your response.
3
Select RFP Response Type
Choose the RFP Response proposal type. This tells Gixo to structure the output around requirement-by-requirement compliance and response sections.
4
Review the requirement map
Use the extracted requirements, evaluation criteria, and submission instructions as a working map. Confirm the critical requirements before you rely on the draft.
5
Generate a source-grounded response draft
Draft the executive summary, technical approach, qualifications, timeline, pricing narrative, and compliance answers from the RFP and supporting source files.
6
Edit and Export
Refine the draft in the editor. Adjust sections, add specifics, then export as PDF or DOCX for submission.
What Does an AI-Assisted RFP Response Workflow Include?
| Step | What happens | Output |
|---|---|---|
| 1. Download the RFP | Save the RFP from the client or procurement portal | PDF, DOCX, or plain text file |
| 2. Upload to Gixo | Add the RFP plus supporting files (past proposals, capability statements, scope docs) | Source context for drafting |
| 3. Select RFP Response type | Tells Gixo to structure output around compliance | Requirement-by-requirement structure |
| 4. Review the requirement map | Confirm extracted requirements, evaluation criteria, submission instructions | Working requirement map (human-checked) |
| 5. Generate source-grounded draft | AI drafts from the RFP and supporting files | Executive summary, technical approach, qualifications, timeline, pricing narrative, compliance answers |
| 6. Edit and export | Team refines sections, adds specifics | Final PDF or DOCX for submission |
Frequently Asked Questions
What RFP file formats does Gixo accept?
Gixo accepts PDF, DOCX, and plain text files. You can upload the RFP itself along with any supporting documents like past proposals or capability statements.
Can AI help identify RFP requirements?
Yes. Arc uses the uploaded RFP to identify requirements, evaluation criteria, and submission instructions. Treat that map as a review aid, not as a substitute for a human compliance pass.
Can I upload supplementary documents alongside the RFP?
Absolutely. Upload past proposals, case studies, capability statements, or any reference material. The AI uses all uploaded context to produce a more relevant and detailed response.
How is this different from a generic proposal generator?
The RFP Response type starts from the buyer document and supporting files. It structures the draft around compliance sections, technical approach, evaluation criteria, and source-backed proof rather than a general proposal outline.
Can multiple team members collaborate on the response?
Yes. After generation, team members can access the editor to refine sections, add domain-specific detail, and review the response before export.
Is there a limit on RFP document size?
Gixo handles standard RFP documents of typical length. For very large multi-volume RFPs, you can upload the most relevant sections to keep the AI focused on what matters most.
How do you respond to an RFP with AI?
Upload the RFP (PDF, DOCX, or plain text) along with any supporting source files, let AI identify the requirements, evaluation criteria, and submission instructions, then generate a source-grounded draft covering the executive summary, technical approach, qualifications, timeline, pricing narrative, and compliance answers. Review the requirement coverage as a team, edit the draft, and export as PDF or DOCX before submission.
What is a source-grounded RFP response?
A source-grounded RFP response is a draft generated from the actual RFP document and the supporting files you upload -- past proposals, capability statements, or scope documents -- rather than generic AI-written content. Gixo's RFP Response type structures the draft around compliance sections and the buyer's own requirements instead of a general proposal outline.
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Gixo Arc
Respond to your next RFP with a reviewable draft
Upload the RFP, add the sources your team trusts, generate a structured response, and check coverage before export.
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