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Create RFP Checklist

Building an RFP response checklist manually is slow and error-prone: you have to scan the RFP for required documents, map requirements to internal proof points, identify redlines, and create an action plan - often across multiple teams. SiftHub’s Create RFP Checklist intent in the AI Teammate web app automates this by generating a structured checklist of required documents, risk flags, and next steps based on the uploaded RFP and your enabled knowledge sources.

By manually triggering this intent, you can quickly create a submission-ready planning package for Sales, Solutions, Product, and Security - before anyone starts writing.

RFP Checklist new.gif

Getting Started: Triggering “Create RFP Checklist”

This intent is available in AI Teammate.

  1. Go to AI Teammate: Open the SiftHub Web App → click AI Teammate in the left navigation.
  2. Select the Intent: Click Create RFP Checklist.
  3. Add the RFP: Upload the RFP file (and any addendums or exhibits, if available).
  4. Submit: Click the arrow or press Enter. AI Teammate will analyze the RFP and synthesize a checklist, redlines, and next actions.

Recommended Usage & Use Cases

This intent is most effective right after receiving an RFP, when you need to quickly organize response execution and identify blockers.

1) Kickstarting RFP Response Planning

Use this intent to translate the RFP into a concrete “what we need to produce” list.

  • Required documents: Review the Checklist of Required Documents to confirm mandatory vs. optional deliverables.
  • Submission mechanics: Validate the submission format/channel requirements early (e.g., PDF submission, portals, naming constraints) to avoid rework later.

2) Identifying Risks, Gaps, and Redlines Early

Avoid late-stage surprises by flagging what might block submission or compliance.

  • Risk flags & severity: Use the Risk Flags & Redlines section to identify high-severity items (e.g., certifications, data protection specifics).
  • Mitigation guidance: Each risk is paired with mitigation steps so owners can be assigned immediately.

3) Creating an Actionable Execution Plan

Use this intent to drive workstreams across teams.

  • Next actions / timeline: Review the generated plan to split tasks across Company Profile, Technical, Security, Integrations, Pricing, and Packaging.
  • Response composition checklist: Align internal drafting to the RFP’s section order to reduce editing and ensure coverage.

What You’ll Get

A typical output includes:

  • Executive Snapshot
    • Buyer / RFP identifiers (if available)
    • Submission deadlines and milestones (if present in the RFP)
    • Submission channel and format requirements
    • Pass/fail gates (e.g., security or compliance requirements)
  • Checklist of Required Documents
    • Clear table of required deliverables (mandatory/optional)
    • Supporting evidence suggestions from your enabled knowledge sources (e.g., case studies, certifications, integration guides)
  • Risk Flags & Redlines
    • Structured risk tables by theme (Company/Governance, Product/Requirements, Integrations, Security/Compliance, etc.)
    • Severity levels and mitigation guidance
  • Next Actions / Timeline
    • A step-by-step plan to assemble the response package
    • Packaging guidance (PDF conversion, labeling, page limits, structure)

Scope of Knowledge

To get the best output, ensure at least one knowledge scope is enabled:

  • Attached File(s)
    Upload the full RFP (and addendums, exhibits, Q&A, evaluation criteria) for complete extraction of requirements and submission rules.
  • Connected Sources
    Enables AI Teammate to suggest relevant internal evidence such as product docs, security collateral, case studies, integration guides, and prior proposals.
  • Web Search (optional)
    Useful when you need additional context on industry standards, competitor positioning, or terminology in unfamiliar domains. If enabled, you can review cited sources in External References after generation.

Under the Hood: How the Intent Works

When you trigger this intent, AI Teammate performs a multi-step analysis:

  • RFP parsing: Extracts required documents, submission instructions, and any gates/must-haves.
  • Evidence mapping: Matches RFP requirements to internal proof points available via your enabled sources (e.g., case studies, trust materials, integration docs).
  • Gap detection: Flags areas where the RFP asks for details that are missing or not strongly supported in available evidence.
  • Risk structuring: Converts gaps into a prioritized risk and mitigation plan so teams can act immediately.

AI Teammate respects your source access permissions and applies the same redaction standards used across the product.

Expert Tips for the Best Experience

  • Upload everything: Include addendums, Q&A docs, evaluation criteria, and security exhibits—most “missed requirements” live outside the main RFP.
  • Treat “Information not available” as a task: If deadlines, milestones, or buyer identifiers are missing from the file, assign someone to confirm them immediately.
  • Validate high-severity items early: Security certifications, data residency, encryption/audit controls, and compliance artifacts should be confirmed before writing begins.
  • Keep claims defensible: Ensure all quantified outcomes and capability claims are directly supported by case studies, testimonials, or official product/security collateral.

Recommended Workflow for Creating an RFP Checklist

  1. Open AI Teammate - Access intents in the SiftHub Web App
  2. Select intent - Click Create RFP Checklist
  3. Upload RFP package - Include RFP + addendums + exhibits + Q&A
  4. Review checklist & risks - Confirm required docs, gates, high-severity redlines
  5. Assign owners & execute - Use next actions to split work across teams and package for submission