How it works — a worked example

RFP Automation parses the document and extracts compliance requirements, vendor questions, and drafting hints.

Example RFP (input)

Maplewood City Hall Renovation — 3 pages

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The structured output below is what RFP Automation produces from the document above.

Project

Maplewood City Hall Renovation & Expansion — General Contractor Services

Agency

Maplewood Department of Public Works

Due Date

March 15, 2026, 4:00 PM CST

Submission Format

Email or hard copy to Maplewood Department of Public Works, 200 Civic Center Drive, Maplewood, MN 55109

Point of Contact

Alex Rivera, Procurement Officer — [email protected], 651-555-0182

Compliance Matrix

7 requirements

Requirement	Section	Page	Action Item
General Contractor must hold a valid General Contractor license issued by the State of Minnesota.	2.0 Contractor Qualifications	p. 3	Attach a copy of the active Minnesota GC license with the proposal.
All subcontractors must be licensed in the State of Minnesota and carry the required insurance coverage.	2.1 Subcontractors	p. 3	Include a list of proposed subcontractors, their license numbers, and insurance certificate summaries.
Contractor shall maintain Commercial General Liability coverage of no less than $2,000,000 per occurrence throughout the project.	3.0 Insurance & Bonding	p. 4	Provide certificates of insurance naming the City of Maplewood as additional insured.
A performance bond and a payment bond, each equal to 100% of the contract price, must be submitted prior to Notice to Proceed.	3.1 Performance Bond	p. 4	Bond commitment letter from a surety licensed in Minnesota must accompany the proposal.
Proposal must follow the twelve-section format (Sections A through L) described in Appendix B.	5.0 Proposal Format	p. 5	Use the section labels exactly as shown in Appendix B; proposals missing any section will be deemed non-responsive.
A minimum of 15% of the total contract value must be awarded to Disadvantaged Business Enterprise (DBE) certified subcontractors.	6.0 DBE Participation	p. 6	Provide DBE certification numbers and projected dollar amounts for each DBE subcontractor in Section G.
Proposals must be received by the Maplewood Department of Public Works no later than 4:00 PM CST on March 15, 2026.	7.0 Proposal Deadline	p. 6	Email submissions must receive a read-receipt confirmation. Physical submissions require a time-stamped receipt from DPW staff.

Questions to Answer

5 items

Provide a brief history of your firm, including total employee count, years in operation, and your specific interest in the Maplewood City Hall project.

Hint: Keep to 1–2 paragraphs; emphasize public-sector and civic construction experience.

p. 5

Describe your experience managing active government facilities during renovation, including strategies for maintaining public access and minimizing disruption.

Hint: Cite at least two comparable projects with client references and outcomes.

p. 5

Provide an organizational chart identifying key project personnel, their roles, and lines of authority for both pre-construction and construction phases.

Hint: Name individuals by role; note any proposed subcontractors for critical trades.

p. 5

Describe your firm's approach to DBE participation, including how you identify and onboard DBE subcontractors and monitor compliance throughout the project.

Hint: Reference concrete programs or past DBE percentages achieved on similar projects.

p. 6

State your proposed fee structure, including pre-construction services fee and construction phase general conditions and contractor fee.

Hint: Break out pre-construction as a lump sum or hourly rate. Express construction-phase fees as a percentage of the Guaranteed Maximum Price.

p. 6

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