AI-Driven RFP Drafting Tips

Summary

Helena conducted a YouTube tutorial on using AI, specifically ChatGPT, to draft Requests for Proposal (RFPs) for procurement projects.
The session covered providing ChatGPT with detailed prompts, structuring RFPs, and customizing the process for specific organizational needs.
A practical example of procuring janitorial services was demonstrated, and tips for refining both format and tone/style were provided.
Viewers were encouraged to reference the downloadable prompt and consult internal PMO policies for best results.

(No date – Helena): Share downloadable RFP prompt link in the video description.
(No date – Viewers/Project Managers): Consult PMO for relevant RFP components and adjust the prompt accordingly.
(No date – Viewers/Project Managers): Test and further customize the prompt and tone with example RFPs as needed.

ChatGPT can be used to quickly generate RFP documents by providing it with detailed, specific prompts for better results.
The recommended structure for an RFP prompt includes: introduction and background, scope of work, vendor qualification, proposal guidelines, evaluation criteria, timeline and submission details, terms and conditions, clarifications, proposal format, and dependencies.
A sample prompt for procuring janitorial services was used to demonstrate ChatGPT’s ability to follow structured instructions and provide relevant content.

Prompts can be tailored by including only relevant RFP sections as determined by the organization’s PMO.
To match organizational writing style, users can paste past RFP examples into ChatGPT and instruct it to mimic the tone and structure for future drafts.
The tutorial encourages adopting these methods to save time and reduce miscommunication in vendor interactions.

Recommend using detailed, structured prompts with ChatGPT for RFP creation — This enhances clarity, saves drafting time, and reduces vendor miscommunication.