Prompt details

Tested on

Claude Opus 5.5

Length

528 words · 3 fill-ins

Example input

[RFP text]: WESTBROOK COUNTY. Request for Proposals No. 24-117: Janitorial Services for County Facilities 1. Overview. Westbrook County (the County) seeks proposals from qualified firms to provide janitorial services at six County facilities totaling approximately 148,000 square feet (Attachment D lists buildings, square footage and service frequencies). Contract term: 3 years with two optional 1-year renewals. 2. Schedule. Mandatory pre-proposal site walk on Day 6 at 9:00 a.m., starting at the Administration Building. Firms that do not attend shall not be eligible for award. Written questions are due Day 10 by 5:00 p.m., by email to the Procurement Officer only. Proposals are due Day 24 at 2:00 p.m. Late proposals will not be accepted. 3. Scope of Work. 3.1 The Contractor shall provide all labor, supervision, equipment and supplies, except paper products and hand soap, which the County supplies. 3.2 Services shall be performed Monday through Friday between 6:00 p.m. and 2:00 a.m., except at the Sheriff's Annex, which requires day porter service from 7:00 a.m. to 3:30 p.m. 3.3 The Contractor shall use cleaning chemicals that are Green Seal or EPA Safer Choice certified where such products are available for the task. 3.4 All Contractor personnel assigned to the Sheriff's Annex and the Courthouse must pass a criminal background check conducted by the County before starting work. 3.5 The Contractor shall designate an on-site supervisor for each night shift and a project manager who will respond to County calls within 1 hour and arrive on site within 4 hours for emergencies. 3.6 The Contractor shall maintain key control procedures. Lost keys shall be reported within 24 hours, and the cost of re-keying shall be borne by the Contractor. 3.7 The Contractor shall complete monthly quality inspections with the County facility manager and correct deficiencies within 24 hours. 3.8 The Contractor will provide floor care (strip and wax) for VCT floors twice per year and carpet extraction quarterly. 4. Minimum Qualifications. Proposers must have at least three (3) years of experience providing commercial janitorial services and at least one current contract for a facility or group of facilities of 75,000 square feet or more. 5. Insurance and Bond. The Contractor shall maintain Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, automobile liability of $1,000,000, workers' compensation as required by state law, and a janitorial services (employee dishonesty) bond of at least $25,000. Certificates naming the County as additional insured are required before contract execution. 6. Proposal Format. Proposals shall not exceed 20 pages, excluding required forms, and must be organized as follows: Tab 1 Cover letter, signed by an authorized officer Tab 2 Company experience and qualifications Tab 3 Staffing plan and supervision, including staffing hours per building Tab 4 Approach to work, quality control and green cleaning Tab 5 Transition plan for the first 30 days Tab 6 References: three references for similar contracts within the past five years (Form B) Tab 7 Price Proposal (Form A), submitted in a separate sealed envelope Required forms: Form A Price Proposal; Form B References; Form C Non-Collusion Affidavit (notarized); Form D Addenda Acknowledgment; W-9. Submit one original, three copies and one electronic copy on a USB drive. 7. Evaluation. Technical proposal 60 points: experience and qualifications 15; staffing plan 20; quality control and approach 15; transition plan 10. Price 30 points. References 10 points. The County may award to the proposal it deems most advantageous and is not obligated to award to the lowest price. The County may interview the top-ranked proposers.

[Your company and past work]: Clearwater Commercial Cleaning LLC. Founded 9 years ago. 34 employees: 28 cleaners, 3 night supervisors, 1 floor technician, an office manager and me (owner). Current contracts: a 3-building office park (92,000 sq ft, 6 years running), a school district's 2 administrative buildings (40,000 sq ft, 3 years), a medical office building (30,000 sq ft, nights) and 5 small offices. No county or city contracts yet. Supervisors use a mobile inspection app with photo checklists; the office park's monthly inspection scores have averaged 97% over the past year. We use mostly Green Seal products, but our floor stripper is not certified. Insurance: general liability $1M per occurrence / $2M aggregate, auto $1M, workers' comp. We do not carry a janitorial bond. We run our own background checks at hire. Equipment: 4 auto-scrubbers, 2 burnishers, a carpet extractor. References willing to speak: the office park's property manager, the school district's facilities director, the medical building's manager. Night-shift turnover is our biggest challenge; we pay $1 an hour above the local market and give attendance bonuses. I am bilingual in English and Spanish, and about 60% of our staff speak Spanish first.

[What you know about the buyer and competitors]: We attended the mandatory site walk. The incumbent has held the contract for 8 years. At the walk, the facility manager mentioned complaints about restrooms at the Courthouse and slow response to spills during the day. 9 firms attended. Price matters, but the facility manager seemed most focused on reliability and response time.

Example output

Westbrook County RFP 24-117: Janitorial Services Response Kit, Clearwater Commercial Cleaning LLC

*Assumptions:* RFP dates are given as "Day N" from issue, so I keep them that way; convert them to calendar dates. Attachment D and Forms A–D were not included in what you sent. Please send Attachment D. Tab 3 cannot be finished without it.

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1. Bid risks

These are the items that could make us ineligible, non-responsive or unable to sign, listed in the order to fix them.

#	Risk	Status	What to do	By when
1	Question deadline (§2: "Written questions are due Day 10 by 5:00 p.m., by email to the Procurement Officer only")	Need info	Check today's Day number. If Day 10 has not passed, send the Section 3 questions now, by email to the Procurement Officer only. Do not contact the facility manager or other County staff. If it has passed, use the assumptions in this kit.	Day 10, 5:00 p.m.
2	Janitorial (employee dishonesty) bond, $25,000 (§5: "shall maintain … a janitorial services (employee dishonesty) bond of at least $25,000")	Does not meet yet	Ask our insurance broker for a quote and a written commitment letter stating the bond will be issued on award. Put the letter in Tab 2. Without the bond we cannot sign the contract.	Request now; letter in hand by Day 20
3	Day porter, Sheriff's Annex, 7:00 a.m.–3:30 p.m. (§3.2)	Does not meet yet	All our staff work nights today. Decide whether to hire a new porter or move an existing employee, and name a backup for absences. This person must also pass the County background check (§3.4).	Decision by Day 14
4	On-site supervisor for each night shift (§3.5)	Partly meets	Our 3 night supervisors already cover our current contracts. Decide who supervises the County work (hire, promote a lead cleaner, or reassign) and how many supervisors are needed, which depends on Question 2 below.	Decision by Day 14
5	Project manager, 1-hour call response and 4-hour on-site arrival (§3.5)	Need info	Name the project manager (owner or other) and a backup for when that person is unavailable.	Day 14

Claude Opus 5.5

RFP Response – RFP response prompt for ChatGPT and Claude

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Claude Opus 5.5

This prompt drafts your response to a request for proposal. Paste the RFP and your company notes; you get a compliance matrix, disqualification risks, questions for the buyer, win themes, a draft of each section and a checklist.

What you get

Every shall, must and required item in a compliance matrix, with your status for each
The pass or fail risks that could disqualify you, listed first with what to do
Win themes from your real strengths and a draft of each required section
Questions for the buyer, an evidence gaps list and a submission checklist

How to use it

1
Paste the whole RFP
Include the scope, requirements, instructions, evaluation criteria and forms. A requirement left out of the paste is missing from the matrix.
2
Fix the bid risks first
Work through the pass or fail items before you polish any section, and send your questions before the question deadline.
3
Fill the gaps and check every claim
Replace each [add] with real evidence, keep prices only where the RFP allows them, and check the final draft against the matrix before you submit.

Better results

Paste the evaluation criteria with their points. The draft spends its words where the points are.
Add what you learned at the site visit or pre-bid meeting. The buyer's stated concerns become your win themes.
Follow up with: "Compare my finished draft with the compliance matrix and list anything unanswered."

Questions

Can Claude handle RFP questions?

Yes, Claude reads long RFPs well and can list every requirement, draft each section and flag what you cannot meet yet. Paste the full document, including forms and evaluation criteria, with your real company facts. Check every claim and price yourself before you submit.

What is a compliance matrix in an RFP response?

A compliance matrix lists every requirement in the RFP, usually each shall, must and required item, with its section number, where your response answers it and whether you meet it. Evaluators use it to see nothing is missing, and bidders use it to avoid disqualification.

Can ChatGPT help with government contract proposals?

Yes, ChatGPT or Claude can draft government proposal sections, build a compliance matrix and suggest questions for the buyer. They cannot know an agency's rules beyond the solicitation you paste, so follow the RFP exactly and have someone experienced in public bids review it.

What is the best AI for RFP responses?

For a single bid, a capable chat assistant with a good prompt drafts the matrix and sections well. Firms that answer many RFPs use tools such as AutoRFP.ai or SiftHub, which keep an answer library and route questions to the right experts.

Updated 8 Nov 2026