RFP proposal analysis

What you’ll build

You’ll build an intelligent RFP (Request for Proposal) analysis system that evaluates vendor proposals using five specialized AI agents working in parallel. Each agent focuses on a specific evaluation dimension—technical merit, vendor capability, commercial terms, compliance, and delivery timelines—before a synthesis agent compiles a comprehensive scoring report. This workflow demonstrates how to:

Orchestrate multiple specialist agents for complex analysis tasks
Run parallel evaluations to reduce analysis time from hours to minutes
Generate structured, consistent evaluation reports
Implement domain-specific agent personas for expert analysis

Prerequisites

Before you begin, ensure you have:

MagOneAI instance with workflow builder access
LLM provider configured (GPT-4, Claude 3.5 Sonnet, or equivalent)
Sample RFP documents for testing (PDF or DOCX format)
Evaluation criteria (optional) - can be embedded in agent personas or stored in a knowledge base

For best results, use a capable reasoning model like GPT-4 or Claude 3.5 Sonnet for all evaluation agents. These models excel at nuanced analysis and scoring.

Architecture

The RFP analysis workflow uses a parallel specialist pattern where domain experts analyze different aspects simultaneously:

Trigger (Upload RFP proposal)
    ↓
Parallel Node (5 specialist agents)
    ├── Branch 1: Technical Evaluation Agent
    ├── Branch 2: Vendor Assessment Agent
    ├── Branch 3: Commercial Analysis Agent
    ├── Branch 4: Compliance & Risk Agent
    └── Branch 5: Timeline & Delivery Agent
    ↓
Synthesis Agent (Compile comprehensive report)
    ↓
Output (Structured evaluation with scores & recommendations)

Why parallel specialist agents?

Faster Analysis

Five parallel agents complete analysis in ~30 seconds vs. 2+ minutes for sequential processing

Expert Focus

Each agent specializes in one domain, producing deeper, more accurate evaluations

Consistent Scoring

Structured output schemas ensure every proposal is evaluated on the same criteria

Comprehensive Coverage

No evaluation dimension is overlooked when each has a dedicated specialist

Step-by-step build

Create the specialist agents

You’ll create six agents total: five specialists and one synthesis agent.

1. Technical Evaluation Agent

Name: Technical Evaluator Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a senior technical architect evaluating RFP proposals for technical merit.

Evaluate the following dimensions (score each 0-10):

1. Technical Approach (30%)
   - Solution architecture quality
   - Technology stack appropriateness
   - Scalability and performance considerations
   - Innovation and best practices

2. Team Qualifications (25%)
   - Technical team composition and experience
   - Relevant project history
   - Certifications and expertise
   - Resource allocation plan

3. Methodology (25%)
   - Development methodology (Agile, etc.)
   - Quality assurance approach
   - Testing strategy
   - Documentation plans

4. Technical Risks (20%)
   - Identified technical challenges
   - Risk mitigation strategies
   - Dependencies and assumptions
   - Technical debt considerations

Output a structured JSON response:
{
  "technical_approach_score": 8.5,
  "team_qualifications_score": 7.0,
  "methodology_score": 9.0,
  "technical_risks_score": 6.5,
  "overall_technical_score": 7.75,
  "strengths": ["...", "..."],
  "weaknesses": ["...", "..."],
  "key_findings": "...",
  "recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO"
}

2. Vendor Assessment Agent

Name: Vendor Assessor Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a procurement specialist evaluating vendor capability and reliability.

Evaluate the following dimensions (score each 0-10):

1. Company Profile (25%)
   - Years in business
   - Financial stability indicators
   - Market reputation
   - Client portfolio quality

2. Relevant Experience (35%)
   - Similar projects delivered
   - Industry-specific experience
   - Case studies and references
   - Success metrics from past projects

3. Resource Capacity (20%)
   - Team size and availability
   - Geographic presence
   - Infrastructure and tools
   - Subcontractor management

4. Partnership Fit (20%)
   - Cultural alignment
   - Communication approach
   - Flexibility and responsiveness
   - Long-term partnership potential

Output a structured JSON response:
{
  "company_profile_score": 8.0,
  "relevant_experience_score": 9.5,
  "resource_capacity_score": 7.5,
  "partnership_fit_score": 8.5,
  "overall_vendor_score": 8.38,
  "strengths": ["...", "..."],
  "concerns": ["...", "..."],
  "reference_check_priority": "HIGH | MEDIUM | LOW",
  "recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO"
}

3. Commercial Analysis Agent

Name: Commercial Analyst Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a financial analyst evaluating the commercial aspects of RFP proposals.

Evaluate the following dimensions (score each 0-10):

1. Pricing Structure (30%)
   - Total cost competitiveness
   - Pricing model clarity (fixed, T&M, milestone-based)
   - Cost breakdown transparency
   - Value for money assessment

2. Payment Terms (20%)
   - Payment schedule reasonableness
   - Milestone definitions
   - Invoice terms
   - Currency and exchange rate handling

3. Contract Terms (25%)
   - Intellectual property rights
   - Warranty and support terms
   - Liability and indemnification
   - Termination clauses

4. Hidden Costs (25%)
   - License fees
   - Infrastructure costs
   - Training and onboarding
   - Ongoing maintenance and support

Output a structured JSON response:
{
  "pricing_structure_score": 7.5,
  "payment_terms_score": 8.0,
  "contract_terms_score": 6.5,
  "hidden_costs_score": 7.0,
  "overall_commercial_score": 7.25,
  "total_cost_estimate": "$XXX,XXX",
  "cost_rank": "LOWEST | COMPETITIVE | ABOVE_AVERAGE | HIGHEST",
  "negotiation_points": ["...", "..."],
  "red_flags": ["...", "..."],
  "recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO"
}

4. Compliance & Risk Agent

Name: Compliance & Risk Assessor Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a compliance officer and risk manager evaluating proposal compliance and risks.

Evaluate the following dimensions (score each 0-10):

1. RFP Requirements Compliance (35%)
   - All mandatory requirements addressed
   - Format and submission compliance
   - Documentation completeness
   - Question-by-question response quality

2. Regulatory Compliance (25%)
   - Industry-specific regulations (GDPR, HIPAA, etc.)
   - Security standards (ISO 27001, SOC 2, etc.)
   - Data protection and privacy
   - Audit and reporting capabilities

3. Risk Assessment (25%)
   - Project delivery risks
   - Vendor stability risks
   - Security and data risks
   - Operational risks

4. Legal & Contractual (15%)
   - Legal entity verification
   - Insurance coverage
   - Background check acceptability
   - Contract red flags

Output a structured JSON response:
{
  "requirements_compliance_score": 9.0,
  "regulatory_compliance_score": 8.5,
  "risk_assessment_score": 7.0,
  "legal_contractual_score": 8.0,
  "overall_compliance_score": 8.13,
  "critical_gaps": ["...", "..."],
  "compliance_issues": ["...", "..."],
  "risk_level": "LOW | MEDIUM | HIGH | CRITICAL",
  "mitigation_required": ["...", "..."],
  "recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO"
}

5. Timeline & Delivery Agent

Name: Timeline & Delivery Evaluator Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a project manager evaluating delivery timelines and execution plans.

Evaluate the following dimensions (score each 0-10):

1. Timeline Realism (30%)
   - Proposed timeline vs. RFP requirements
   - Milestone definitions and spacing
   - Critical path analysis
   - Buffer and contingency time

2. Delivery Methodology (25%)
   - Project phases and structure
   - Agile/Waterfall/Hybrid approach
   - Sprint planning (if applicable)
   - Change management process

3. Resource Planning (25%)
   - Resource allocation timeline
   - Ramp-up and ramp-down plans
   - Key personnel availability
   - Contingency resource planning

4. Success Metrics (20%)
   - KPIs and success criteria
   - Acceptance criteria clarity
   - Quality gates and checkpoints
   - Reporting and communication plan

Output a structured JSON response:
{
  "timeline_realism_score": 7.5,
  "delivery_methodology_score": 8.5,
  "resource_planning_score": 7.0,
  "success_metrics_score": 8.0,
  "overall_timeline_score": 7.75,
  "estimated_duration": "X months",
  "timeline_assessment": "AGGRESSIVE | REALISTIC | CONSERVATIVE",
  "critical_milestones": ["...", "..."],
  "delivery_risks": ["...", "..."],
  "recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO"
}

6. Synthesis Agent

Name: RFP Synthesis Coordinator Model: GPT-4 or Claude 3.5 SonnetPersona:

You are a senior procurement manager synthesizing multiple specialist evaluations into a comprehensive RFP analysis report.

You receive evaluation results from five specialist agents:
1. Technical Evaluation
2. Vendor Assessment
3. Commercial Analysis
4. Compliance & Risk
5. Timeline & Delivery

Your tasks:
- Calculate weighted overall score (you can adjust weights based on project priorities)
- Identify cross-cutting themes and patterns
- Highlight consensus vs. divergent assessments
- Flag any critical blockers or concerns
- Provide a clear GO/NO-GO recommendation
- Summarize top 3 strengths and top 3 concerns

Output a comprehensive structured report:
{
  "proposal_name": "...",
  "vendor_name": "...",
  "evaluation_date": "...",
  "weighted_overall_score": 7.85,
  "dimension_scores": {
    "technical": 7.75,
    "vendor": 8.38,
    "commercial": 7.25,
    "compliance": 8.13,
    "timeline": 7.75
  },
  "overall_recommendation": "STRONG_YES | YES | MAYBE | NO | STRONG_NO",
  "executive_summary": "...",
  "top_strengths": ["...", "...", "..."],
  "top_concerns": ["...", "...", "..."],
  "critical_blockers": [],
  "next_steps": ["...", "..."],
  "comparison_rank": "Not yet available (single proposal evaluation)"
}

Build the workflow structure

Now construct the workflow in the MagOneAI workflow builder.

Add Trigger Node
- Type: Manual Trigger or API Trigger
- Configure inputs:
  - rfp_document (file) - The proposal PDF or DOCX
  - rfp_title (text) - Name/identifier for the proposal
  - vendor_name (text) - Vendor submitting the proposal
  - evaluation_weights (optional JSON) - Custom scoring weights
Add Parallel Node
- Drag a Parallel Node onto the canvas
- Connect it to the trigger
- This will house your five specialist agents

Configure the five parallel evaluation branches

Set up five parallel branches in the Parallel Node, one for each specialist.Inside the Parallel Node:

Branch 1 - Technical Evaluation
- Add Agent Node: Technical Evaluator
- Input: {{trigger.rfp_document}}
- Enable structured output with the JSON schema from the persona
- Timeout: 60 seconds
Branch 2 - Vendor Assessment
- Add Agent Node: Vendor Assessor
- Input: {{trigger.rfp_document}}
- Enable structured output
- Timeout: 60 seconds
Branch 3 - Commercial Analysis
- Add Agent Node: Commercial Analyst
- Input: {{trigger.rfp_document}}
- Enable structured output
- Timeout: 60 seconds
Branch 4 - Compliance & Risk
- Add Agent Node: Compliance & Risk Assessor
- Input: {{trigger.rfp_document}}
- Enable structured output
- Timeout: 60 seconds
Branch 5 - Timeline & Delivery
- Add Agent Node: Timeline & Delivery Evaluator
- Input: {{trigger.rfp_document}}
- Enable structured output
- Timeout: 60 seconds

All five agents will execute simultaneously, analyzing the same document from different perspectives. Total execution time should be ~30-60 seconds depending on document length.

Add the synthesis agent

After the Parallel Node, add the synthesis agent to compile results.

Add Agent Node: RFP Synthesis Coordinator

Configure inputs to receive all five evaluation outputs:

RFP Document: {{trigger.rfp_document}}
RFP Title: {{trigger.rfp_title}}
Vendor Name: {{trigger.vendor_name}}

Technical Evaluation: {{parallel.branch1.output}}
Vendor Assessment: {{parallel.branch2.output}}
Commercial Analysis: {{parallel.branch3.output}}
Compliance & Risk: {{parallel.branch4.output}}
Timeline & Delivery: {{parallel.branch5.output}}

Custom Weights: {{trigger.evaluation_weights}}

Enable structured output to ensure consistent JSON format
Timeout: 45 seconds (synthesis typically takes less time than analysis)

Configure structured output and validation

Ensure all agents produce consistent, machine-readable outputs.For each specialist agent:

Enable JSON mode or structured output
Define output schema matching the persona’s JSON format
Add validation rules to ensure scores are 0-10
Configure retry logic if output parsing fails

For the synthesis agent:

Define comprehensive output schema
Include all dimension scores, recommendations, and summaries
Add fields for comparison (when evaluating multiple proposals)

Structured outputs make it easy to build dashboards, comparison tables, and automated decision logic on top of your RFP evaluations.

Add output formatting and delivery

Format and deliver the final evaluation report.Option A: Store in database

Add Tool Node or API Node to save results to your database
Include all specialist outputs and synthesis report
Tag with vendor name, RFP title, evaluation date

Option B: Generate PDF report

Add Tool Node to generate a formatted PDF report
Include executive summary, scores, charts, detailed findings
Save to document management system

Option C: Send email notification

Add Email Tool Node
Send synthesis report to procurement team
Include link to full evaluation details
Attach original proposal for reference

Recommended: Do all three

Use a Parallel Node to execute all three outputs simultaneously
Ensures results are persisted, documented, and communicated

Test with sample RFP proposals

Validate your workflow with real or sample RFP documents.

Prepare test documents:
- Use an actual past RFP proposal (redact if needed)
- Or create a comprehensive sample proposal covering all evaluation areas
- Ensure document is in PDF or DOCX format
Run the workflow:
- Upload the test proposal
- Provide RFP title and vendor name
- Submit and monitor execution
Verify outputs:
- Check that all five specialist agents completed successfully
- Validate that scores are in 0-10 range
- Ensure recommendations are one of the defined values
- Confirm synthesis agent properly merged all findings
Review quality:
- Read through specialist evaluations for accuracy
- Check if identified strengths and weaknesses make sense
- Validate that overall recommendation aligns with scores
Test edge cases:
- Very short proposal (incomplete submission)
- Very long proposal (100+ pages)
- Proposal with missing sections
- Non-compliant proposal (missing mandatory requirements)

For long RFP documents (50+ pages), consider increasing agent timeouts to 90-120 seconds to allow for thorough analysis.

Optimize and fine-tune

Refine your workflow based on test results.Persona refinement:

Adjust evaluation criteria based on your organization’s priorities
Modify scoring weights to match importance
Add industry-specific evaluation dimensions
Fine-tune what constitutes “STRONG_YES” vs “YES”

Performance optimization:

Monitor agent execution times
Optimize prompts for faster responses without sacrificing quality
Consider using smaller models for simpler evaluation dimensions

Output enhancement:

Add more detailed output fields if needed
Include confidence scores for each evaluation
Add comparative analysis fields for multi-proposal evaluation
Generate actionable next steps automatically

Key concepts demonstrated

Multi-Agent Orchestration

Coordinate five specialist agents to analyze different dimensions of complex documents simultaneously

Parallel Execution

Reduce analysis time by 70-80% through concurrent agent execution instead of sequential processing

Structured Output Schemas

Enforce consistent, machine-readable JSON outputs that enable automated decision-making and comparison

Agent Persona Design

Create expert personas with specific evaluation criteria, scoring rubrics, and output formats

Synthesis and Aggregation

Combine multiple specialist perspectives into unified insights and recommendations

Domain Specialization

Assign focused responsibilities to each agent for deeper, more accurate analysis than generalist approaches

Customization ideas

Extend this workflow to match your specific RFP evaluation needs:

Add RAG with past evaluations

Enhance consistency by learning from historical evaluations:

Create a knowledge base of past RFP evaluations
Include successful and unsuccessful proposals
Attach the knowledge base to each specialist agent
Agents can reference past scoring patterns and learn from historical decisions
Include lessons learned and evaluation best practices

This helps agents maintain consistency across evaluation cycles and learn organizational preferences.

Include Human Task for final approval

Add human oversight before final decisions:

Add a Condition Node after synthesis agent
Route proposals with borderline scores (e.g., 6.5-7.5) to human review
Create a Human Task with:
- Complete evaluation summary
- All specialist reports attached
- Approval/Rejection/Request More Info actions
Auto-approve strong proposals (8.5+) and auto-reject weak ones (below 6.0)

This balances automation efficiency with human judgment for edge cases.

Add scoring weights per dimension

Customize importance of evaluation dimensions by project type:

Create weight profiles (e.g., “Technical-Heavy”, “Cost-Sensitive”, “Compliance-Critical”)
Pass weights as workflow input: evaluation_weights JSON

Modify synthesis agent to apply custom weights:

{
  "technical": 0.35,
  "vendor": 0.20,
  "commercial": 0.15,
  "compliance": 0.20,
  "timeline": 0.10
}

Store weight profiles in a database for reuse
Allow users to select profile at workflow trigger time

Build multi-proposal comparison

Evaluate multiple proposals side-by-side:

Modify trigger to accept multiple RFP documents
Use a Loop Node or multiple Parallel Nodes to evaluate all proposals
Create a Comparison Agent that ranks proposals:
- Side-by-side scoring tables
- Relative strengths and weaknesses
- Winner recommendation with justification
- Risk-adjusted scoring
Generate comparison matrix visualizations
Export comparison report for stakeholder review

Add sentiment and writing quality analysis

Create an additional specialist for proposal quality:

Writing Quality Agent evaluates:
- Clarity and professionalism
- Completeness of responses
- Attention to detail
- Persuasiveness and communication skills
Lower scores may indicate vendor capability concerns
Add as a 6th parallel branch

Integrate with procurement systems

Connect your RFP workflow to enterprise systems:

CRM integration: Pull vendor history and relationship data
ERP integration: Compare pricing with budget and past contracts
Contract management: Auto-create contracts for approved proposals
Approval workflows: Route high-value RFPs through multi-level approvals
Vendor portals: Automatically notify vendors of evaluation results

Add reference checking automation

Automate vendor reference verification:

Extract reference contacts from proposal
Send automated reference check emails with structured questionnaires
Create a Reference Verification Agent to analyze responses
Add reference scores to vendor assessment
Flag discrepancies between vendor claims and references

Example evaluation output

Here’s what a synthesis report looks like:

{
  "proposal_name": "Enterprise CRM Implementation - Acme Corp Proposal",
  "vendor_name": "Acme Software Solutions",
  "evaluation_date": "2026-02-10",
  "weighted_overall_score": 7.92,
  "dimension_scores": {
    "technical": 8.3,
    "vendor": 8.8,
    "commercial": 7.1,
    "compliance": 8.4,
    "timeline": 7.0
  },
  "overall_recommendation": "YES",
  "executive_summary": "Acme Software Solutions submitted a strong proposal with excellent technical approach and proven vendor capability. The proposed architecture is modern and scalable, and the team has relevant enterprise CRM experience. Pricing is competitive but not the lowest. Timeline is somewhat aggressive. Recommend proceeding to contract negotiation with focus on payment terms and timeline realism.",
  "top_strengths": [
    "Deep technical expertise in enterprise CRM implementations (8+ similar projects)",
    "Strong vendor reputation with tier-1 client references",
    "Modern, cloud-native architecture with excellent scalability approach"
  ],
  "top_concerns": [
    "Aggressive timeline may lead to quality compromises or delays",
    "Payment terms require 40% upfront which is higher than industry standard",
    "Limited mention of change management and user adoption strategy"
  ],
  "critical_blockers": [],
  "next_steps": [
    "Schedule technical deep-dive with their solution architect",
    "Conduct reference checks with 3 provided clients",
    "Negotiate payment terms toward 30% upfront, 40% at UAT, 30% at go-live",
    "Request detailed resource allocation plan with named personnel",
    "Clarify timeline contingencies and buffer periods"
  ]
}

Next steps

Now that you’ve built an RFP analysis workflow, explore related cookbooks:

Sales Intelligence Assistant - Another parallel research pattern for meeting preparation
Document Compliance Review - Apply similar analysis to contracts and legal documents
KYB Document Verification - See parallel processing for multi-document workflows

Need help customizing this workflow for your specific RFP evaluation process? Contact our solutions team for guidance.

Getting Started

Platform Guide

Agents

Workflow Builder

Tools & Integrations

Models & Providers

Cookbooks

Security & Administration

RFP proposal analysis

What you’ll build

Prerequisites

Architecture

Why parallel specialist agents?

Faster Analysis

Expert Focus

Consistent Scoring

Comprehensive Coverage

Step-by-step build

1. Technical Evaluation Agent

2. Vendor Assessment Agent

3. Commercial Analysis Agent

4. Compliance & Risk Agent

5. Timeline & Delivery Agent

6. Synthesis Agent

Key concepts demonstrated

Multi-Agent Orchestration

Parallel Execution

Structured Output Schemas

Agent Persona Design

Synthesis and Aggregation

Domain Specialization

Customization ideas

Example evaluation output

Next steps

Getting Started

Platform Guide

Agents

Workflow Builder

Tools & Integrations

Models & Providers

Cookbooks

Security & Administration

​What you’ll build

​Prerequisites

​Architecture

​Why parallel specialist agents?

Faster Analysis

Expert Focus

Consistent Scoring

Comprehensive Coverage

​Step-by-step build

​1. Technical Evaluation Agent

​2. Vendor Assessment Agent

​3. Commercial Analysis Agent

​4. Compliance & Risk Agent

​5. Timeline & Delivery Agent

​6. Synthesis Agent

​Key concepts demonstrated

Multi-Agent Orchestration

Parallel Execution

Structured Output Schemas

Agent Persona Design

Synthesis and Aggregation

Domain Specialization

​Customization ideas

​Example evaluation output

​Next steps

What you’ll build

Prerequisites

Architecture

Why parallel specialist agents?

Step-by-step build

1. Technical Evaluation Agent

2. Vendor Assessment Agent

3. Commercial Analysis Agent

4. Compliance & Risk Agent

5. Timeline & Delivery Agent

6. Synthesis Agent

Key concepts demonstrated

Customization ideas

Example evaluation output

Next steps