132 lines
4.3 KiB
Markdown
132 lines
4.3 KiB
Markdown
<!-- Powered by BMAD™ Core -->
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# RFQ Document Import Task
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## Purpose
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- Enable efficient import and organization of RFQ documents into the system
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- Prepare RFQ documents for AI-assisted analysis and processing
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- Extract key metadata to facilitate proposal planning
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- Establish the foundation for requirement extraction and compliance tracking
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## Usage Scenarios
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### Scenario 1: New RFQ Response Project
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1. **Document Collection**: Gather all RFQ documents (main RFQ, attachments, amendments)
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2. **Import Process**: Upload documents into the system with proper organization
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3. **Metadata Extraction**: Automatically identify key RFQ information
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4. **Project Setup**: Establish folder structure and access permissions
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### Scenario 2: RFQ Amendment Processing
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1. **Amendment Import**: Add new amendment documents to existing project
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2. **Diff Analysis**: Identify changes between original RFQ and amendments
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3. **Requirement Updates**: Update affected requirements in compliance matrix
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4. **Timeline Adjustments**: Modify project schedule based on amendment changes
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## Task Instructions
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### 1. Document Import and Organization
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**Import Process**:
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1. **Select Document Source**:
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- Upload from local files
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- Import from email attachments
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- Connect to procurement portal (SAM.gov, eBuy, etc.)
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2. **Document Classification**:
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- Identify document type (RFQ main document, SOW, attachments, forms)
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- Tag with appropriate metadata (agency, RFQ number, date)
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- Validate document completeness
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3. **Folder Structure Creation**:
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- Create standardized folder hierarchy
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- Organize documents by type and section
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- Implement version control for amendments
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### 2. Metadata Extraction
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**Key Information to Extract**:
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1. **RFQ Identification**:
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- Agency name and contact information
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- RFQ/RFP number and title
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- NAICS code(s) and set-aside type
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2. **Timeline Information**:
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- Response due date and time
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- Question submission deadline
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- Estimated award date
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- Period of performance
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3. **Contract Details**:
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- Estimated contract value
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- Contract type (FFP, T&M, etc.)
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- Contract duration
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- Option periods
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### 3. Initial RFQ Analysis
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**Analysis Components**:
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1. **Document Structure Analysis**:
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- Identify key sections (L, M, SOW/PWS)
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- Map document organization
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- Locate evaluation criteria
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2. **Complexity Assessment**:
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- Estimate page count for response
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- Identify specialized requirements
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- Determine technical complexity level
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- Assess submission format requirements
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3. **Timeline Planning**:
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- Calculate available response time
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- Identify critical milestones
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- Establish internal deadlines
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- Create proposal schedule
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### 4. Project Setup Completion
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**Final Setup Steps**:
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1. **Team Assignment**:
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- Identify required roles (technical SMEs, pricing, etc.)
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- Assign responsibilities
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- Set up access permissions
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2. **Kickoff Preparation**:
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- Generate RFQ summary for team review
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- Prepare initial questions for clarification
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- Identify potential win themes
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- Outline proposal approach
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3. **Next Steps Guidance**:
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- Recommend immediate actions
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- Prioritize requirement extraction
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- Suggest compliance matrix structure
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- Outline content development approach
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## Best Practices
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- **Complete Import**: Ensure all RFQ documents are imported, including attachments and referenced materials
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- **Thorough Metadata**: Extract all available metadata to facilitate search and organization
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- **Consistent Structure**: Maintain standardized folder organization across all RFQ projects
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- **Version Control**: Implement clear versioning for amendments and updates
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- **Early Analysis**: Conduct initial analysis immediately after import to identify critical requirements
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- **Team Communication**: Share RFQ summary with all team members promptly
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- **Security Awareness**: Maintain appropriate access controls for sensitive RFQ information
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## Integration Points
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- **Compliance Matrix Generation**: Feeds into requirement extraction process
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- **Win Theme Development**: Provides context for strategic theme development
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- **Proposal Planning**: Establishes timeline and resource requirements
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- **Content Generation**: Creates foundation for section-specific content development
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## Related Agents
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- **RFQ Opportunity Summarizer**: Primary agent for this task
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