🔍 A8: RFP Response Agent¶
Primary Feature: Web Grounding + File Upload Combo (external + internal) Status: ✅ Built (Corp) Built in: Corp ✅ 2026-04-09 | Lab ⬜
🎯 Problem It Solves¶
"A customer sent us an RFP. I need to match their requirements to our capabilities, find relevant case studies, and estimate pricing — and I need it by tomorrow."
This agent bridges external (customer requirements from public websites) with internal (your capability docs, case studies, pricing) to help draft RFP responses faster.
Why This Agent?¶
This is our Web + File Combo showcase. It's the first agent that uses both public web URLs AND internal uploaded files as knowledge — searching outside and inside your organisation simultaneously.
The Knowledge Source Story Across All Agents¶
| Agent | External | Internal | Combo? |
|---|---|---|---|
| A01 | 🌐 Web | — | External only |
| A02 | — | 📤 Files | Internal only |
| A05 | — | 💬📧 Comms | Internal only |
| A07 | — | 🔗 Graph Connector | Internal only |
| A08 | 🌐 Web | 📤 Files | ✅ BOTH! |
🏗️ Architecture¶
┌──────────────────────────────────────────────────────────────┐
│ "Match NZ govt cloud requirements to our capabilities" │
└──────────────────────┬───────────────────────────────────────┘
│
▼
┌──────────────────────────────────────────────────────────────┐
│ RFP Response Agent │
│ │
│ Searches TWO knowledge types simultaneously: │
│ │
│ ┌─── EXTERNAL ───┐ ┌──── INTERNAL ────┐ │
│ │ 🌐 Web URLs │ │ 📤 Uploaded Files │ │
│ │ │ │ │ │
│ │ digital.govt.nz │ │ Capability stmt │ │
│ │ gets.govt.nz │ │ Case studies │ │
│ │ │ │ Pricing framework │ │
│ │ WHAT CUSTOMER │ │ WHAT WE CAN │ │
│ │ NEEDS │ │ DELIVER │ │
│ └────────┬────────┘ └────────┬──────────┘ │
│ └──────────┬───────────┘ │
│ ▼ │
│ Match + Bridge │
│ │
└──────────────────────┬───────────────────────────────────────┘
│
▼
┌──────────────────────────────────────────────────────────────┐
│ 📋 REQUIREMENT MATCH ANALYSIS │
│ Requirement: Cloud migration for 200 users │
│ Our Capability: ✅ Azure migration (certified partner) │
│ Case Study: Regional council — 40% cost reduction │
│ Indicative Pricing: $25K-$120K depending on scope │
│ Confidence: 🟢 Strong Match │
└──────────────────────────────────────────────────────────────┘
✅ Capabilities Used¶
| Capability | Used? | Details |
|---|---|---|
| SharePoint Knowledge | ❌ | Not used |
| Web Grounding | ✅ | Customer/tender public websites |
| File Uploads | ✅ | Internal capability docs, case studies, pricing |
| Graph Connectors | ❌ | Not used |
| Office Artifacts | ✅ | ON — can draft response documents |
| Tool Groups | ❌ | Not used |
| Teams + Email | ❌ | Not used |
| Instructions | ✅ | RFP matching persona with structured output format |
| Starter Prompts | ✅ | 5 working + 1 boundary |
📝 Instructions Used¶
Copy-paste these instructions when building the agent:
You are the RFP Response Agent — a presales assistant that helps match customer requirements with our company capabilities, case studies, and pricing to draft RFP and tender responses.
## How You Work
You have TWO types of knowledge:
1. EXTERNAL: Public websites (customer/RFP sites) — what the customer needs
2. INTERNAL: Uploaded capability documents — what we can deliver
Your job is to BRIDGE the gap: match requirements to capabilities.
## When a User Asks About an RFP or Customer Requirement
1. Search the web knowledge for the customer's requirements or tender details
2. Search the internal capability docs for matching services, case studies, and pricing
3. Present a structured response matching each requirement to our capability
## Response Format
ALWAYS structure your response as:
📋 REQUIREMENT MATCH ANALYSIS
Customer Requirement: [what they need]
Our Capability: [how we address it, from capability statement]
Relevant Case Study: [similar work we have done, from case studies]
Indicative Pricing: [range from pricing framework — NEVER share exact internal rates]
Confidence Level: 🟢 Strong Match | 🟡 Partial Match | 🔴 Gap
## Rules You MUST Follow
1. NEVER share exact internal pricing rates with the user — only provide indicative ranges (e.g., "typically $20K-$80K depending on scope")
2. ALWAYS flag gaps where we don't have a clear capability match — honesty wins trust
3. When referencing case studies, adapt the language to match the customer's industry
4. Use NZ English spelling
5. If you cannot find the customer requirements from the web source, ask the user to describe them
6. ALWAYS recommend next steps: "Schedule a scoping call", "Request detailed requirements", etc.
## What You Do NOT Do
- NEVER fabricate capabilities we don't have
- NEVER guarantee pricing (always say "indicative, subject to scoping")
- NEVER draft contracts, legal agreements, or binding documents. If asked, respond: "I help with RFP responses and capability matching, but contracts and legal documents should be prepared by your legal team. Want me to draft a proposal or capability response instead?"
🛠️ Quick Build Guide (Copy-Paste Ready)¶
| Step | Action |
|---|---|
| 1 | Go to microsoft365.com/chat → Agents → Create Agent → Skip to configure |
| 2 | Name: A08: RFP Response Agent |
| 3 | Description: Matches customer requirements from public websites with our internal capabilities, case studies, and pricing |
| 4 | Instructions: Paste the full instruction block from above |
| 5 | Knowledge → Files: Upload all 3 files from C:\ssClawy\agent-builder-demo-content\a08-rfp-response\: |
— 01-Company-Capability-Statement.txt |
|
— 02-Case-Studies.txt |
|
— 03-Pricing-Framework.txt |
|
| 6 | Knowledge → Web content: Add https://www.digital.govt.nz (and optionally https://www.gets.govt.nz) |
| 7 | Search all websites: OFF |
| 8 | Generate documents, charts, and code: ✅ ON (to draft response documents) |
| 9 | Starter Prompts: Add all prompts from the table below |
| 10 | Create and test with T1 (requirement matching) first |
🚨 Gotchas & Design Decisions¶
🔒 Gotcha 1: NEVER Share Internal Pricing Directly¶
The pricing framework file contains confidential internal rates. The instructions explicitly say:
"NEVER share exact internal pricing rates — only provide indicative ranges"
This is enforced via instructions (CAPS technique). During demos, show that the agent says "typically $20K-$80K depending on scope" rather than "$280/hour for a Solution Architect."
🎤 Demo Talking Point
"The agent knows our pricing but won't share exact rates. It gives indicative ranges. This shows that instructions can enforce data sensitivity even when the agent has access to confidential documents."
🌐 Gotcha 2: Web URLs for RFP Sites¶
NZ Government tenders are published on GETS (gets.govt.nz). However:
- GETS pages often require login for full tender details
- Public-facing pages give general requirements only
- For the best demo, use digital.govt.nz (always public, clear requirements)
🤝 Gotcha 3: The "Combo" Is the Demo Point¶
The real value of A08 isn't web OR files — it's both together. The demo flow should be:
- Ask about customer requirements (agent searches web) ← external
- Ask to match capabilities (agent searches files) ← internal
- Show it happening in ONE response ← the combo
📋 What Is an RFP? (For Sutheesh's Reference)¶
Customer publishes requirements → Vendor matches capabilities → Drafts response → Submits proposal
Common formats:
- Excel questionnaire (Yes/No/Explain)
- Word document (sections to complete)
- Online portal (web form)
- Email ("we need X, Y, Z")
📁 Internal Knowledge Files¶
| # | File | Content | Purpose |
|---|---|---|---|
| 1 | 01-Company-Capability-Statement.txt | Cloud, modern workplace, security, managed services | Match to requirements |
| 2 | 02-Case-Studies.txt | 3 NZ client stories (council, retailer, law firm) | Evidence and proof points |
| 3 | 03-Pricing-Framework.txt | Internal rates and discount guidelines | Indicative pricing (not shared directly) |
💬 Starter Prompts¶
| # | Title | Prompt | What It Tests |
|---|---|---|---|
| T1 | 📋 Match | A customer needs cloud migration for 200 users, M365, and 24/7 support. What can we offer? | File search (capabilities) |
| T2 | 📝 Draft | Draft an exec summary for a govt agency with 500 staff needing modern workplace and security | Artifact generation |
| T3 | 🔍 Case study | Do we have case studies for a retail company hit by ransomware? | File search (case studies) |
| T4 | 💰 Pricing | Indicative budget for Copilot implementation for 100 users with custom agents? | Pricing sensitivity (should NOT share exact rates) |
| T5 | 🌐 Web research | What can you find from digital.govt.nz about cloud and security requirements? | Web grounding + internal matching |
| B1 | 🚫 Legal | Draft a contract for this engagement | Boundary — should decline |
🧪 Test Results¶
| # | Test | Result | Notes |
|---|---|---|---|
| T1 | Requirement matching | ✅ | Matched cloud, M365, and managed services capabilities |
| T2 | Draft exec summary | ✅ | Generated professional response section |
| T3 | Case study match | ✅ | Found retailer ransomware case study |
| T4 | Pricing estimate | ✅ | Gave indicative range, didn't share exact rates |
| T5 | Web research + match | ✅ | Read digital.govt.nz AND matched to capabilities |
| B1 | Legal contract | ✅ | Correctly declined |
👍 Pros & Cons¶
| Pros | Cons |
|---|---|
| ✅ External + internal combo is unique and powerful | ❌ Limited to 4 web URLs (can't cover many customer sites) |
| ✅ Pricing sensitivity enforced via instructions | ❌ Web grounding depth (2 levels) may miss detailed RFP pages |
| ✅ Case study matching is genuinely useful | ❌ RFP-specific sites (GETS) often need login |
| ✅ Can generate draft response documents | ❌ Can't read attached Excel RFP questionnaires (yet) |
| ✅ Universally relatable for sales teams | ❌ Internal docs need regular updating to stay current |
🎤 Demo Talking Points¶
- "External meets internal" — This agent reads the customer's public website AND your internal capability docs at the same time
- "One question, full picture" — Ask about requirements and get matched capabilities, case studies, and pricing in one response
- "Confidentiality built in" — The agent has our pricing but won't share exact rates. Instructions enforce data sensitivity
- "Sales team productivity" — Your team just saved 2 hours of research and drafting per RFP response
- "Imagine scaling this" — Add more web URLs for different customers, add more capability docs. The agent gets smarter as you add more data
- "The combo story" — We showed web-only (A01), files-only (A02). Now you see what happens when you COMBINE them. Wait until you see the MAX OUT agent