Requirements are the things an RFP says your proposal must or should address. Propivix extracts them from the solicitation so you can track them, check them against your library and answer them in your proposal.
How requirements are extracted
When you upload an RFP, the AI analysis reads the document text and lists each requirement it finds. For every requirement it records:
- the requirement text,
- a category,
- a priority, which decides whether the requirement is mandatory,
- the RFP section reference where it was found, such as a paragraph number, when there is one.
The analysis reads the first 100,000 characters of the document text. Requirements beyond that point are not extracted; Re-analyzing an RFP explains how to tell and what to do.
Extraction is done by AI, so it can merge two requirements into one, reword a requirement, or miss one. Check the extracted list against the solicitation before you rely on it, especially for mandatory items. When the document contains more numbered requirement statements than the analysis extracted, the Compliance matrix tab shows a notice asking you to review the numbered lists.
Mandatory and optional
A requirement is mandatory when the analysis gives it the highest priority. When the analysis gives no clear priority, Propivix also treats the requirement as mandatory. A requirement wrongly marked mandatory gets reviewed; one wrongly marked optional could be skipped.
In the compliance matrix, the Type column shows:
- "Mandatory (shall)" for mandatory requirements,
- "Optional (should)" for the rest,
- "Evaluation factor" or "Form" when the requirement's category names an evaluation criterion, a form, an exhibit or an attachment.
Use Mandatory only in the matrix to see just the mandatory requirements. The go/no-go analysis scores mandatory requirements separately in its Mandatory Coverage tile.
Where requirements appear
- Compliance matrix tab on the RFP page: every requirement, grouped by RFP section, with its status in your proposal and the source text it came from. See The compliance matrix.
- Go / No-Go tab, Requirements step: each requirement checked against your asset library as Met, Gap or Unmet. See Go/No-Go decisions.
- The proposal editor: each requirement with this proposal's response, its Compliance setting and the section that answers it. For the newest proposal on the RFP, the status you set there is what the compliance matrix shows.
The Summary tab lists the RFP's evaluation criteria and submission requirements. These come from the same analysis but are shown separately from the requirement list.
Correcting extraction
The RFP page does not edit, add or delete individual requirements. To correct the list, work from the documents:
- Check that every part of the solicitation is uploaded. Open the Documents tab, and select Add Document for any amendment, attachment or Q&A response that is missing.
- Select Re-analyze in the header. Adding documents does not analyze them on its own.
- If Propivix asks Replace requirements?, choose Replace requirements to accept the new list or Keep current to leave the stored list alone. Requirements that already have work recorded against them are kept either way.
Re-analyzing an RFP covers what re-analysis changes and what it keeps.
To check a single requirement, select its row in the compliance matrix. The Source text pane shows where its exact wording appears in the document, or says it was not located. A wording that was not located usually means the analysis paraphrased it, so read the passage in the solicitation.
When the extracted wording is close but not exact, answer the requirement as the solicitation states it. Your proposal's response is what matters to evaluators, and the matrix tracks that response whatever the extracted wording says.