When you upload an RFP, Propivix reads the document text and uses AI to pull out the facts, requirements and structure you need to plan a response. This article explains what you get and where to find it.
What analysis produces
Analysis runs automatically as part of the upload. It produces:
- Requirements, each with a category, a priority and the RFP section reference. See Working with requirements.
- A summary of the solicitation, key dates, and the evaluation criteria with their weights. A criterion whose weight the RFP does not state shows "Weight not stated" rather than a number.
- Customer hot buttons and potential discriminators, drawn from the RFP's own language.
- Submission requirements: page limits, including per-section limits, whether pricing must be submitted separately, required forms, format, number of copies, formatting rules and required sections.
- The project scope, and a proposal outline that Propivix uses when you create a proposal from the RFP.
- The facts in the fact strip: agency, set-aside, NAICS code, page limits and submission method. See RFP facts at a glance.
Analysis also fills in details you left empty at upload. It adds the client name, the estimated value and the solicitation number when they are missing. It replaces a title that is only the file's name with the project name in the solicitation. It never overwrites a value you entered.
The deadline works the same way. If you entered a deadline and the document states a different one, your deadline is kept and the RFP page shows a warning with both dates. If you left the deadline empty, the analysis has to find it; when it cannot, the upload stops and asks you to enter one.
When the RFP has no business line yet and matches one of yours strongly enough, analysis assigns it to that line.
Analysis also records how much of the document text it read. It reads the first 100,000 characters, and the Compliance matrix tab's footer shows the share that was read. A read that stopped short is flagged; see Truncated analysis.
If the analysis fails during upload, the RFP is still saved with its documents. Open it and select Analyze with AI in the header to try again.
How long it takes
During upload, the button reads "Uploading & Analyzing..." while Propivix reads the files and runs the analysis in one step. Propivix allows up to three minutes for this. Longer documents take longer.
When you run Analyze with AI or Re-analyze from the RFP page, the page shows "Analyzing RFP with AI... This may take a minute." Propivix allows up to two minutes for this. When it finishes, the page reloads the RFP with the results, and the RFP's status is New.
Tabs on the RFP page
The RFP page has four tabs under the header and the fact strip:
- Compliance matrix opens by default. It lists every requirement grouped by RFP section, with its status in your proposal, supporting evidence and the source text. See The compliance matrix.
- Summary shows the AI Analysis Summary with key dates and evaluation criteria, and the Customer Hot Buttons, Potential Discriminators, Submission Requirements and Project Scope cards. The side column shows the Decision Rationale once a decision is recorded, the RFP's Proposals, a Timeline and the Client Logo used on the proposal cover page.
- Go / No-Go runs the bid analysis and records your decision. See Go/No-Go decisions.
- Documents lists the files that make up the RFP and lets you add more.
The header also has Edit for the title, client name and deadline. See Editing RFP details.
Adding documents
Add amendments, attachments and Q&A responses to the same RFP rather than uploading them as new RFPs.
- Open the RFP and select the Documents tab.
- Select Add Document. The Add Documents to RFP dialog opens.
- Choose one or more PDF or Word (.docx) files under Select Documents.
- Select Upload Documents.
The new files are listed on the Documents tab, and their text is added after the text already on file. Adding documents does not run the AI analysis. It does check the new text for a solicitation number and an estimated value when none is on file yet.
To pull requirements, dates and limits out of the new documents, select Re-analyze in the header afterward. On a long RFP, the added text can fall past the 100,000 characters the analysis reads, and a warning tells you when that happens. See Re-analyzing an RFP.