Architecture, Engineering & Design Bid / Proposal Drafter Agent
Turn an inbound RFP into a structured first-pass proposal draft, pulled straight from your firm's project records.
Updated
Connects with
BQE Core
Procore
Smartsheet
AsanaThe problem it solves
An RFP lands on a Friday and the submission is due in ten days, while the project manager is already juggling three active jobs. This proposal software for construction and design firms parses the solicitation, pulls relevant references and bios from your existing systems, and assembles a reviewable first draft, so you start the pursuit from a structured package instead of a blank page.
Who it's for
- Architecture, engineering, and design firms that respond to RFPs and RFQs regularly
- Project managers and principals leading competitive pursuits
- Marketing and proposal coordinators at AEC practices
- Firms running Deltek Vision/Vantagepoint or BQE Core for project and staff data
- Practices pursuing public agency, private owner, or design-build work
What it does
- 1
Parse the solicitation
It reads the RFP or RFQ in any format and extracts deadlines, required sections, page limits, evaluation criteria, and mandatory attachments, flagging ambiguities for early clarification.
- 2
Retrieve relevant past projects
It searches Deltek or BQE Core for completed work matching the scope, sector, and scale, then ranks and selects the three to five strongest references.
- 3
Assemble team bios and org chart
It pulls staff profiles for the proposed team and formats them to the solicitation's requirements, flagging any missing licenses or credentials.
- 4
Draft the fee schedule and scope of work
It maps scope items to your standard service phases and populates a draft fee table from your rate templates, flagging atypical items for PM review.
- 5
Write the proposal narrative
It assembles the content into the required section structure and connects past projects to the client's stated goals, inserting bracketed placeholders where PM judgment is needed.
- 6
Produce a missing-information checklist
It delivers a prioritized list of every gap, categorized by compliance priority and sorted by deadline, with the likely source for each item.
- 7
Format and package for review
It outputs the draft in the solicitation's section order with a cover sheet summarizing deadlines, required forms, and page limits, ready for the PM to refine.
Key benefits
- Go from a fresh RFP to a reviewable draft in a fraction of the usual time
- Reuse your best past projects and bios instead of rebuilding them for every bid
- Catch compliance gaps early with a prioritized missing-information checklist
- Cut the administrative load on project managers during active pursuits
- Keep proposals grounded in real project data, never fabricated metrics
- Pull directly from Deltek, BQE Core, and Procore rather than hunting through folders
Sample use cases
A public agency RFQ for a municipal facility arrives with a strict ten-page limit and required certifications.
The agent extracts the page and format limits, selects the closest civic references from Deltek, formats bios to the stated word count, and flags which licenses still need confirmation.
A principal needs a fee schedule for a design-build pursuit by tomorrow.
The agent maps the scope to standard service phases, populates a draft fee table from existing rate templates, and marks the atypical scope items that require principal review before submission.
A project manager is unsure whether the firm has enough relevant experience for a healthcare bid.
The agent searches BQE Core, ranks the available matches, and if fewer than three strong references exist it surfaces that gap and suggests where to find supplemental projects.
A coordinator wants the bid log updated as the proposal moves forward.
The agent notes the Procore bid tracking record location and suggests the status update so the pursuit stays visible to the team.
Key integrations
Deltek Vision / Vantagepoint
Primary source for project records, staff profiles, and fee and rate data used to build the proposal.
BQE Core
Alternative or supplementary source for project and staff data at firms using BQE for accounting and time tracking.
Procore
Source for active project documentation and bid logs, and used to update bid tracking records.
Smartsheet / Asana
Project management platforms used to track pursuit status and coordinate proposal tasks across the team.
The agent adapts to how each solicitation is structured. If a procurement requires a lump-sum, GMP, or unit-price fee format instead of an hourly breakdown, it notes the requirement and adapts the fee table accordingly, and it adjusts proposal tone for public, private owner, design-build, or design-bid-build pursuits.
It is built for accuracy in formal procurement: direct, client-focused language, concrete project metrics over boilerplate, and clear placeholders wherever original content or PM judgment is required before submission.
Getting started
- Import the workspace — Bring this agent into Gamut using the workspace import flow to get started in minutes.
- Run the onboarding — The agent asks a short set of questions about your firm's systems, typical proposal structure, and connected data sources, then saves your setup.
- Give it your first RFP — Paste or attach a real solicitation and ask it to parse the document, pull relevant past projects, and draft a first-pass proposal with a missing-information checklist.
Frequently asked questions
What does this construction proposal software actually produce?
It produces a structured first-pass proposal package: a parsed summary of the solicitation, ranked past project references, formatted team bios, a draft fee schedule and scope of work, narrative sections, and a prioritized missing-information checklist. It is built to be refined by your PM, not submitted as-is.
Does the agent submit or act on the bid without my approval?
No. It drafts and organizes, then hands the package back to your project manager for review. It inserts bracketed placeholders wherever judgment is needed and flags atypical fee items rather than committing to numbers on its own.
Which systems does it work with?
It reads project records, staff profiles, and rate data from Deltek Vision or Vantagepoint and BQE Core, pulls active project files and bid logs from Procore, and can coordinate pursuit tasks through project management tools like Smartsheet or Asana.
How is this different from using a generic construction proposal template?
A static construction proposal template still leaves you copying in project descriptions, bios, and fees by hand. This agent retrieves that content from your own systems, ranks the most relevant references for the specific solicitation, and tells you exactly what is still missing for compliance.
Will it invent project metrics or credentials to fill gaps?
No. It will not fabricate project data, credentials, or fee figures. If information is not in your retrieved records, it surfaces the gap in the missing-information checklist instead of inventing a plausible substitute.
How much does this construction proposal app cost?
This template is free to import from the Gamut agent marketplace. You run it in your own Gamut workspace and connect your existing systems, so there is no separate proposal software subscription to buy.