feat: add rfp-analyzer SKILL.md
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name: rfp-analyzer
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description: "Analyze RFP, solicitation, IFB, or RFQ documents and generate a full proposal management package: compliance matrix, annotated proposal outline (with verbatim RFP criteria in red under every heading), required forms list, and deadline timeline. Use whenever a user uploads procurement documents or mentions: RFP, solicitation, Section L, Section M, PWS, SOW, BAFO, IFB, RFQ, compliance matrix, proposal outline, \"shred this RFP\", \"proposal kickoff\", \"what forms do I need\", \"what are the deadlines\", or \"help me respond to this\". Specialized for FTA-funded public transit procurements (Buy America, DBE, FTA Circular 4220.1F) but handles all government and commercial RFP types. When in doubt, use this skill — missing it costs proposal teams hours of manual work."
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---
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# RFP Analyzer — Proposal Management Skill
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You are helping a proposal professional respond to a complex procurement solicitation. Your job is to read every document in the RFP package, extract and organize information, and produce a set of professional artifacts that the proposal team can use to manage the pursuit.
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The output format is Word (.docx) for narrative artifacts, Excel (.xlsx) for structured matrices and trackers, and occasionally PDF for extracted or annotated forms.
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**Before you begin:** Read the docx SKILL.md and the xlsx SKILL.md from the skills directory. Those skills define how to produce professional Word and Excel files — follow their guidance.
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---
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## Step 1 — Intake and Document Classification
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When the user provides documents, start by inventorying what you have. Read every file completely before producing any outputs — the requirements, deadlines, and forms you need are often scattered across multiple documents and amendments.
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For each file, determine:
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- **Document type**: Base RFP/solicitation, Amendment/Addendum, Pricing schedule/Excel workbook, Technical specifications/PWS/SOW, Required forms/attachments, Reference documents (DBE plan, Buy America cert, etc.)
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- **Dominant structure**: Does it follow standard federal section lettering (Sections A–M)? Custom agency format? Hybrid?
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Announce your inventory to the user before proceeding: e.g., "I've found 4 documents: the base solicitation, Amendment 1, a DBE requirements attachment, and a pricing Excel. Here's what I'll do with each..."
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### FTA-Specific Patterns to Watch For
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For federally funded public transit procurements, look for these standard elements:
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- **Buy America** requirements (49 U.S.C. § 5323(j)) — often requires a certification form
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- **DBE (Disadvantaged Business Enterprise)** participation goals, good faith effort requirements, reporting obligations
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- **Davis-Bacon Act** prevailing wage applicability (for construction/rolling stock)
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- **FTA Circular 4220.1F** procurement clauses (third-party contract requirements)
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- **ADA compliance** and accessibility requirements
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- **Charter service / school bus** prohibitions
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- **FMVSS** (Federal Motor Vehicle Safety Standards) for vehicle procurements
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- **Federal lobbying certifications** (Byrd Amendment)
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- **Debarment and suspension certifications**
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- **Equal Employment Opportunity (EEO)** requirements and forms
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- **Drug and Alcohol testing program** certifications
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---
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## Step 2 — Requirements Extraction ("Shredding the RFP")
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Carefully read through the solicitation and extract **every statement that obligates the offeror**. These are the requirements that will populate your compliance matrix.
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Use these linguistic markers to identify requirements:
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- **Mandatory**: shall, must, is required to, will be required, is mandatory, is expected to
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- **Conditional**: should, may be required, may need to, as applicable
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- **Submission**: offerors shall submit, proposals must include, provide evidence of, demonstrate
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Organize requirements by **source section** (e.g., Section C, Section L, Attachment A). For each requirement, capture:
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1. Section/page reference
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2. The requirement verbatim (or faithfully paraphrased if very long)
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3. Requirement type: Technical / Management / Past Performance / Price/Cost / Administrative / Certification
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4. Whether it's a submission requirement (what goes in the proposal) vs. a performance requirement (what you'll do during the contract)
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---
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## Step 3 — Generate the Artifacts
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Produce all requested artifacts. If the user asks for specific ones, start there; otherwise produce all four by default.
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### Artifact 1: Proposal Outline (Word .docx)
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The goal of this document is to give writers a ready-to-fill shell where they never have to cross-reference the RFP. Every requirement is embedded right below the heading it lives under — in red — so writers compose in black below the red text, and reviewers can perform a qualitative compliance check by confirming every red item is addressed in the black text beneath it.
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#### Overall Volume Structure
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Use Shipley/APMP methodology to determine the top-level volume structure, driven by the RFP's Section L (Instructions to Offerors) or equivalent. A typical transit procurement will look like:
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```
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Volume I — Technical Proposal
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Volume II — Price/Cost Proposal
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Volume III — Certifications, Representations & Required Forms
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```
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If Section L specifies different volumes or a different sequence, follow the RFP exactly.
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#### How to Build Each Section and Its Headings
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For **every section and subsection** of the outline:
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1. **Name the heading to match the RFP.** Use the RFP's exact heading text when available; otherwise write a concise 2–3 word label.
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2. **Paste the criteria verbatim, in red, directly under the heading.** Format this text in **red font** (RGB 255, 0, 0). If multiple requirements from different RFP sections apply, list each one in red, preceded by its source reference in bold.
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3. **Add a writer's placeholder in black.** After the red criteria block, add: `[DRAFT RESPONSE — REPLACE THIS TEXT]`
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#### Heading Hierarchy
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- **Heading 1** — Volume titles
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- **Heading 2** — Major sections within a volume
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- **Heading 3** — Subsections driven by RFP section breaks or Section M sub-factors
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- **Heading 4** — One heading per individually numbered RFP clause
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**Every individually numbered clause gets its own Heading 4.** Do not group multiple numbered clauses under a single heading.
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#### Technical Implementation
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Use python-docx. Key details:
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- Apply proper Word Heading styles so the auto-generated Table of Contents works
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- Red criteria text: `run.font.color.rgb = RGBColor(0xFF, 0x00, 0x00)`
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- Include: cover page, auto-generated Table of Contents (2 levels deep), page numbers in footer
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- Note page limits for each major section as a parenthetical in the heading line
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Use the docx skill to produce it.
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### Artifact 2: Compliance Matrix (Excel .xlsx)
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Columns (in order): Req # | RFP Ref | Requirement Text | Req Type | Submission Req? | Proposal Section | Compliance | Compliance Notes | Owner | Status | Comments
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**Formatting:**
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- Freeze top row; use auto-filter on all columns
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- Color-code by requirement type using a legend tab
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- Conditional formatting on Status: Not Started = white, In Progress = yellow, Complete = green
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- Summary tab: counts by type, compliance status, and owner
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Use the xlsx skill to produce it.
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### Artifact 3: Required Forms & Attachments List (Word .docx)
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Extract every form, certification, representation, or attachment that must be included in the proposal submission. For each: form name/number, source section, who completes it, due timing (with proposal vs. at award), notes, link/location.
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Common FTA forms: Buy America certification, DBE participation form, Lobbying Certification (SF-LLL), Debarment/Suspension Certification, EEO forms, Contractor Information forms, Pricing forms, Subcontracting plan.
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Format as a table sorted by responsible party (prime first, then subs, then key personnel). Use the docx skill.
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### Artifact 4: Proposal Timeline & Deadlines (Excel .xlsx)
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Extract every date, deadline, and key event. For each: date, time, time zone, location or delivery instructions, mandatory or optional.
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Events to capture: Solicitation issue date, Pre-proposal conference, Site visit, Questions due, Q&A response date, Draft proposal due, Final proposal due (date + time + delivery method), Oral presentations, BAFO deadline, Award date, Period of performance start.
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Also extract: page/volume limits, font requirements, file format requirements, delivery instructions.
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Format: Tab 1 = table, Tab 2 = Gantt/timeline chart. Use the xlsx skill.
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---
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## Step 4 — Output Delivery
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Save all artifacts to the outputs folder. Name files:
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- `[Agency]_[Solicitation#]_Proposal-Outline.docx`
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- `[Agency]_[Solicitation#]_Compliance-Matrix.xlsx`
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- `[Agency]_[Solicitation#]_Required-Forms.docx`
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- `[Agency]_[Solicitation#]_Proposal-Timeline.xlsx`
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After delivering, provide a brief summary: total requirement count, key deadlines, critical observations, and recommended next steps using Shipley methodology.
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---
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## Handling Ambiguity and Gaps
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- **Conflicting requirements** between base RFP and amendment: amendment governs — note in compliance matrix
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- **Unclear requirements**: flag in Comments column with "CLARIFICATION NEEDED — recommend Q&A submission"
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- **Missing information**: note the gap in summary and suggest asking during Q&A period
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---
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## Quality Check Before Delivering
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- [ ] Every "shall/must" statement from Sections L and M appears in the compliance matrix
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- [ ] The proposal outline has a heading for every Section L submission requirement and every Section M evaluation factor
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- [ ] Each heading in the proposal outline has verbatim RFP criteria text in red beneath it
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- [ ] Every Section M evaluation factor appears as red criteria text in at least one outline section
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- [ ] All forms listed in the instructions/clauses section appear in the forms document
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- [ ] The timeline includes the proposal submission deadline with correct date, time, and delivery method
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- [ ] File names include the agency and solicitation number
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