Uploading an RFP is the first step toward a proposal. Propivix reads the documents, runs the AI analysis and creates the RFP in one step.
Uploading the documents
- Open RFPs in the sidebar and select Upload RFP. The Upload New RFP page opens.
- Drag the RFP's files onto the upload area, or select it to browse. You can add several files, such as the solicitation, its attachments and amendments. They become one RFP, and their text is read together.
- Fill in the RFP Details you know. Every field is optional; see below.
- Select Upload RFP.
The upload area takes PDF, Word (.docx) and plain text files, up to 50 MB each. A file of another type, or a larger one, is not added to the list. To remove a file you added by mistake, select the X next to it.
PDFs with selectable text give the best results. A scanned PDF that is only an image holds little or no text for the analysis to read.
The RFP Details form
- Title (optional — we'll use the solicitation's own title): when you add the first file, the field fills in with that file's name. Leave it, and the analysis replaces a file-name title with the project name it finds in the solicitation. A title you type yourself is kept exactly as typed.
- Document Type: RFI, RFP, RFQ, Sources Sought or Other. It defaults to RFP.
- Client / Organization: the buyer. When you leave it empty, the analysis fills it in from the documents.
- Submission Deadline: a date and time. "Leave blank to use the deadline found in the document." If you enter a deadline and the document states a different one, your deadline is kept and the RFP page shows a warning with both dates.
- Estimated Value ($): the contract value, if you know it. When you leave it empty, the analysis fills it in only from a value the documents state, such as a ceiling, a not-to-exceed amount or the midpoint of a stated range.
- NAICS Code and Set-Aside Type: these fields are for your reference and are not saved with the RFP. The RFP's NAICS code and set-aside come from the analysis of the documents.
When you start from Track as RFP on Federal Opportunities, the form arrives with some of these fields already filled in from the notice. See Tracking an opportunity as an RFP.
While it uploads
The button reads "Uploading & Analyzing..." while Propivix stores the files, reads their text and runs the AI analysis. Propivix allows up to three minutes, and longer documents take longer. Stay on the page until it finishes.
When it finishes, the page reads "RFP Uploaded & Analyzed!". Select View RFP Details to open the new RFP, or Upload Another to start again with an empty form.
Open the RFP to check what the analysis found. If the RFP's header offers Analyze with AI rather than Re-analyze, the analysis did not complete; select Analyze with AI to run it again. The RFP and its documents are saved either way. See Understanding RFP analysis.
When the upload stops with a message
- "No submission deadline was entered and the document deadline could not be extracted. Enter the deadline and try again." You left Submission Deadline empty and the analysis could not find one. Enter the deadline from the solicitation and select Upload RFP again. Nothing was saved.
- A message that names a file and says it could not be processed, or that its content does not match its type. Check that the file opens on your computer and is really the type its name says. Save it again as PDF or .docx and try again.
- Any other message: first check your RFPs list. If the RFP is there, open it instead of uploading again. If it is not, select Upload RFP again, and if the same message comes back, see Contacting support.
Adding documents later
Amendments and Q&A responses that arrive after you upload belong on the same RFP, not in a new one. Open the RFP, select the Documents tab and add them there. Adding documents does not rerun the analysis on its own; select Re-analyze afterward. See Adding documents and Re-analyzing an RFP.