hey everyone it's Helena here and welcome back to my YouTube channel and in today's tutorial I'm going to share with you how you can use Ai and chat gbt to write your RFP or request for proposal if you're a project manager working on a project with procurement then you need to write an RFP an RFP is the document that you give to vendors and vendors will take a look at what it is that you need whether it's products or services and then they will submit a bid for the r R FP then you will review all of the bids from all of the vendors and pick the vendor that you want to go with so the RFP is an essential document that would describe to your vendors exactly what kind of product and service that you're looking to procure on your project and writing a really good RFP will eliminate a lot of miscommunication with your vendors this can take a lot of time though so I'm going to give you a prompt that will speed up the process so chat GPT is one of the most powerful tools that has ever been launched lached it is AI that has learned everything there is on the web so one it has a wealth of knowledge and it can write in any style tone format that you want it to so this can really speed up your process of doing all of the documentation that you need to do on your project but what you to watch out for is that the more specific the instructions you give to the AI tools the better the responses that you're going to get you're not going to get a really great response if all you put into chat GPT is uh write me and and RFP about blah but if you got more detailed you're going to get better responses um and I'm going to give you the exact prompt that you can start using now you can download this prompt below the link is in the descriptions also um please make sure you like And subscribe to the channel that will help me out a lot now without further Ado let's dive into the prompt here so I started off by G giving chat jpt a role so I told chat jpt that you are a senior purchasing manager then I told it the action I want it to take you have been tasked with creating a RFP or request or proposal to solicit proposals from vendors for product and services your company intend to purchase the RFP is a critical document that outlines the company's requirements expectations and evaluation generate an effective RFP while addressing the following so now I give chpt the structure that I wanted to use with all of the different sections that I want included in my RFP uh considering that the beginning will include the in introduction and background then I want it to go into the scope of work so this is exactly what the vendors needs to do then I get into the vendor qualification this will subsidy the qualification and experience that you want the vendors to have uh what makes them eligible and and experience level certifications Etc then I get into the proposal guidelines then I get into the evaluation criteria timeline and submission details terms and conditions any clarifications and questions the proposal format and documentation that I want the vendors to to um respond in and any dependencies that are necessary and then in the last portion here uh that this is where I will describe the goods and services that I want the vendor to procure for me and to use this prompt all I need to do is copy and paste this prompt right over here and then over here here I just had to fill out what it is that I want the vendors to procure and then we can go into chat GPT and try this out okay I have copied and pasted The Prompt in the chat jpt and I said the service that I'm trying to procure is I want to purchase janitorial services from my five-story 30,000 ft building and after I entered in the prompt we can see that chat GPD has started to write now it has now followed the uh instructions that we have given it starting with a introduction and background we want to have a safe welcoming clean environment for our staff and employees so the scope of the work is daily cleaning floor cleaning waste removal um periodic deep cleaning and sanitization the vendor qualifications here uh include that the vendors demonstrate experience in janitorial services um adequate certifications Etc The Proposal guideline it will include and executive summary solution approach pricing implementation plan evaluation criteria um timeline submissions terms and conditions clarification questions and also the proposal and format so you can see that chat jpd has followed our instructions to at now to make this particular prompt even more customized to your project you can do a couple things first of all you can consult your pmo to see uh what components of the RFP is relevant for your organization for example if the terms and conditions is not something relevant to you you can take this out and replace it with another component that you do want in your RFP another thing you could do is to um basically tell chbt the writing style that you want so you can put in a past RFP that may be wrote by hand that is a good example of the tone style that you want CH to do so what you can do in the beginning is say hey I want you to learn from this tone and style and I want you to mimic it for future rfps essentially you have given chpt examples that you wanted to work with and then you can copy and paste in this prompt so that chat GPT knows the uh format the different components in it and what kind of RFP um and what kind of project you want write rfps for all right so this wraps up our tutorial on how to use chat GPT to write rfps I hope you guys some value out of it if you did please like And subscribe below thank you so much and I'll see you soon