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BMAD-METHOD/expansion-packs/bmad-rfq-government/tasks/rfq-document-import.md

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RFQ Document Import Task

Purpose

  • Enable efficient import and organization of RFQ documents into the system
  • Prepare RFQ documents for AI-assisted analysis and processing
  • Extract key metadata to facilitate proposal planning
  • Establish the foundation for requirement extraction and compliance tracking

Usage Scenarios

Scenario 1: New RFQ Response Project

  1. Document Collection: Gather all RFQ documents (main RFQ, attachments, amendments)
  2. Import Process: Upload documents into the system with proper organization
  3. Metadata Extraction: Automatically identify key RFQ information
  4. Project Setup: Establish folder structure and access permissions

Scenario 2: RFQ Amendment Processing

  1. Amendment Import: Add new amendment documents to existing project
  2. Diff Analysis: Identify changes between original RFQ and amendments
  3. Requirement Updates: Update affected requirements in compliance matrix
  4. Timeline Adjustments: Modify project schedule based on amendment changes

Task Instructions

1. Document Import and Organization

Import Process:

  1. Select Document Source:

    • Upload from local files
    • Import from email attachments
    • Connect to procurement portal (SAM.gov, eBuy, etc.)

  2. Document Classification:

    • Identify document type (RFQ main document, SOW, attachments, forms)
    • Tag with appropriate metadata (agency, RFQ number, date)
    • Validate document completeness

  3. Folder Structure Creation:

    • Create standardized folder hierarchy
    • Organize documents by type and section
    • Implement version control for amendments

2. Metadata Extraction

Key Information to Extract:

  1. RFQ Identification:

    • Agency name and contact information
    • RFQ/RFP number and title
    • NAICS code(s) and set-aside type

  2. Timeline Information:

    • Response due date and time
    • Question submission deadline
    • Estimated award date
    • Period of performance

  3. Contract Details:

    • Estimated contract value
    • Contract type (FFP, T&M, etc.)
    • Contract duration
    • Option periods

3. Initial RFQ Analysis

Analysis Components:

  1. Document Structure Analysis:

    • Identify key sections (L, M, SOW/PWS)
    • Map document organization
    • Locate evaluation criteria

  2. Complexity Assessment:

    • Estimate page count for response
    • Identify specialized requirements
    • Determine technical complexity level
    • Assess submission format requirements

  3. Timeline Planning:

    • Calculate available response time
    • Identify critical milestones
    • Establish internal deadlines
    • Create proposal schedule

4. Project Setup Completion

Final Setup Steps:

  1. Team Assignment:

    • Identify required roles (technical SMEs, pricing, etc.)
    • Assign responsibilities
    • Set up access permissions

  2. Kickoff Preparation:

    • Generate RFQ summary for team review
    • Prepare initial questions for clarification
    • Identify potential win themes
    • Outline proposal approach

  3. Next Steps Guidance:

    • Recommend immediate actions
    • Prioritize requirement extraction
    • Suggest compliance matrix structure
    • Outline content development approach

Best Practices

  • Complete Import: Ensure all RFQ documents are imported, including attachments and referenced materials
  • Thorough Metadata: Extract all available metadata to facilitate search and organization
  • Consistent Structure: Maintain standardized folder organization across all RFQ projects
  • Version Control: Implement clear versioning for amendments and updates
  • Early Analysis: Conduct initial analysis immediately after import to identify critical requirements
  • Team Communication: Share RFQ summary with all team members promptly
  • Security Awareness: Maintain appropriate access controls for sensitive RFQ information

Integration Points

  • Compliance Matrix Generation: Feeds into requirement extraction process
  • Win Theme Development: Provides context for strategic theme development
  • Proposal Planning: Establishes timeline and resource requirements
  • Content Generation: Creates foundation for section-specific content development

Related Agents

  • RFQ Opportunity Summarizer: Primary agent for this task