Use Google Gemini to Assist with RFP Response

For many companies, requests for proposals (RFPs) are the lifeblood of new business development.

A winning response to an RFP can lead to massive new revenue, and potentially kick off a years-long relationship with a valuable client. But RFPs are also notoriously exhausting to navigate, with page upon page filled with dense legalese, technical specifications, and even strict formatting rules. It can take proposal teams days to simply decipher what the buyer actually wants, and missing a single requirement might lead to your bid being disqualified before it is even reviewed.

With Google Gemini, you can rapidly synthesize lengthy requirements lists, identify how your product or service fits with the client’s needs, and generate a first draft that positions your organization for success in the selection process.

Step 1: Prepare for the Process

Imagine that a large enterprise prospect has just issued an RFP, and your team has two weeks to respond. Before anyone starts writing, you can use Gemini to quickly get a clear picture of what the buyer is asking for.

Upload the RFP document to the Gemini Enterprise app and type this prompt:

Summarize the key requirements, evaluation criteria, and deadlines of the RFP.

Gemini will condense this information down to a series of bullet points, letting your team see at a glance exactly what is required of them and when. If you’re responding to an extensive RFP for IT help desk services, for example, Gemini will highlight details including the required service-level agreement (SLA), the evaluation scoring system, and key deadlines.

Step 2: Evaluate Your Offer Against the RFP

With the requirements laid out, you now need to get a better understanding of where your company’s offer stands, including any gaps that might need to be filled.

Upload your product overview to Gemini and prompt: Identify all mandatory requirements and cross-reference them with our product capabilities, highlighting any gaps.

Continuing with the example of help desk services: Gemini might note that your company’s standard hours fall 30 minutes short of the prospect’s required service window, or that your target response times do not meet the requirements outlined in the RFP; however, Gemini might also note that your standard offer meets the RFP’s stipulations for cybersecurity, cloud backup, and patch management.

With these strengths and gaps clearly outlined, your team can make an informed decision about whether to tailor your offerings to make your bid more competitive. While Gemini can highlight areas of alignment and flag discrepancies, it is ultimately up to the company’s leaders to decide how much they are willing to concede in order to win the business.

Step 3: Draft Your Response

Assuming your team decides to respond to the RFP, it’s now time to get a draft on the page. Rather than starting from a blank document, you can ask Gemini to build on the information it has already synthesized.

Try this prompt:

You are a proposal writer. Draft the initial content for the RFP response: (1) Write the ‘executive summary,’ emphasizing our unique value proposition based on the synthesized requirements. (2) Outline the ‘technical solution’ section, ensuring it is structured by RFP requirement and incorporates relevant product features to address the client’s specific needs.

Treat Gemini’s draft as a starting point. Use follow-up prompts to adjust formatting, refine the tone, or address shortcomings, if needed. Then, manually edit the draft to ensure the final response features your team’s unique voice and strategic framing.

Step 4: Finalize Your Submission

Red tape is a familiar hallmark of the RFP process. Even if your response is a perfect fit, it might be rejected if your submission is missing certain details.

Before submitting your response, perform a compliance check with Gemini. Type: Generate a complete checklist of all required documents and information needed to finalize the RFP submission.

You can use this checklist to finalize your submission. Then, ask Gemini to compare your materials to the checklist and flag any omissions.

Success or failure will ultimately be determined by the needs of the prospect, the strength of your offer, and perhaps a bit of luck. But Gemini can help ensure that a missed checkbox doesn’t cost the company a lucrative new client relationship.