rfp-analysis

RFP / BOQ Analysis for Engineering Consultancy

Analyze client Request for Proposal (RFP) and Bill of Quantities (BOQ) packages to extract structured scope-of-work data organized by engineering discipline.

Input Processing

Accept client documents in any combination of formats:

• PDF files: Scope of Work, Terms of Reference, General/Special Conditions
• Excel files (.xlsx): BOQs, price schedules, staffing tables, clarifications (PBC documents)
• Word files (.docx): BOQ narratives, scope descriptions, compliance statements

Reading Strategy

1. List all files in the user's selected folder or uploaded files
2. Identify file types and read in this priority order:
   • PDF SOW/TOR documents first (they contain the master scope)
   • Excel BOQ/pricing files second (they contain quantities and staffing)
   • Word documents third (supplementary scope details)
   • Excel PBC/clarification files last (amendments to the above)
3. For large PDFs (60+ pages), read in 20-page batches

Extraction Framework

For each document, extract and organize into these categories:

1. Project Overview

• Client name and entity
• Project title and reference number
• Location and site details
• Project sections/lots (pipelines, substations, tanks, buildings, etc.)
• Contract type (EPC, design-build, PMC, etc.)
• Overall duration and key milestones
• Submission deadline

2. Consultancy Stages

Identify the service stages, typically:

• Conceptual/Preliminary Design
• Detailed Design / Tender Document Preparation
• Tendering and Bid Evaluation
• Contract Administration and Design Review
• Site Supervision and Testing/Commissioning
• Warranty/Defects Liability Period

3. Scope by Discipline

For each engineering discipline found, extract:

• Design phase responsibilities
• Site supervision responsibilities
• Specific deliverables and submittals
• Standards and codes referenced
• Testing and commissioning requirements

Map to standard discipline categories:

• Project Management (PM, coordination, scheduling, reporting)
• Civil Engineering (earthworks, roads, drainage, external works)
• Structural Engineering (foundations, RCC structures, steel)
• Mechanical Engineering (piping, HVAC, fire protection, equipment)
• Hydraulic Engineering (flow analysis, pump sizing, surge analysis)
• Electrical Engineering (power distribution, earthing, lighting)
• Instrumentation & Control / SCADA (I&C, telemetry, fiber optic)
• Architectural (building design, finishes, landscaping)
• MEP (combined mechanical/electrical/plumbing for buildings)
• HSE (health, safety, environment monitoring)
• QA/QC (quality management, inspection, testing)
• Commercial / Quantity Surveying (BOQ, payments, variations, claims)
• Planning & Scheduling (master schedule, progress tracking)

4. Staffing Requirements

Extract from BOQ and annexures:

• Position titles and quantities
• Duration in man-months for each position
• Minimum qualifications (degree, certifications)
• Minimum experience (years total, years in similar)
• Whether design/home-office or site-based

5. Commercial Terms

• Payment structure and milestones
• Pricing basis (lump sum vs. man-month vs. hourly)
• Penalty/LD clauses and rates
• Liability caps
• Insurance requirements
• Bank guarantee requirements
• Warranty period

6. Compliance Requirements

• Required certifications (ISO, ~~classification_authority classification, etc.)
• NOC and approval responsibilities
• Mandatory local presence (UAE office, staff based in-country)
• Past project reference requirements

Source Referencing (MANDATORY)

Every extracted item MUST include a source reference linking it back to the original document. This ensures full traceability from analysis through to the final proposal.

Reference Format

Use this inline format for every extracted data point:

📄 [filename.pdf, p.12]

For Excel files, reference the sheet name and row:

📄 [BOQ_Schedule.xlsx, Sheet "Staffing", Row 15]

For Word documents, reference the section or page:

📄 [Scope_of_Work.docx, Section 3.2, p.8]

Tracking Rules

1. During extraction: As you read each file, record the source file name and page number (for PDFs), sheet name and row (for Excel), or section/page (for Word) for every piece of information extracted.
2. In tables: Add a Source column to all tables (staffing, compliance, commercial terms, etc.) containing the file reference.
3. In narrative sections: Append the reference inline after the relevant statement, e.g.:

   The project duration is 36 months 📄 [TOR_Document.pdf, p.5]

4. Multiple sources: When an item is confirmed across multiple documents, list all references:

   📄 [TOR_Document.pdf, p.5] [BOQ_Summary.xlsx, Sheet "Overview", Row 3]

5. Ambiguous items: When information is unclear or contradictory between sources, flag both references so the user can verify.

Reference in Staffing Tables

All staffing requirement tables must include a Source column:

#	Position	Qty	Man-Months	Qualifications	Source
1	Project Manager	1	36	BSc + 15yr exp	📄 [BOQ.xlsx, Sheet "Staff", Row 5]
2	Senior Civil Eng	2	24	BSc + 10yr exp	📄 [TOR.pdf, p.23]

Reference in Commercial Terms

Term	Details	Source
Payment	Monthly on timesheet	📄 [Conditions.pdf, p.14]
LD Rate	0.5% per week, max 10%	📄 [Conditions.pdf, p.18]

Saving the Source Index

When saving the RFP_Analysis_Summary.md, include a Source Document Index at the top listing all documents analyzed:

## Source Document Index
| # | File Name | Type | Pages/Sheets | Key Content |
|---|-----------|------|--------------|-------------|
| 1 | TOR_Document.pdf | PDF | 45 pages | Scope of Work, Terms of Reference |
| 2 | BOQ_Schedule.xlsx | Excel | 3 sheets | Staffing table, BOQ pricing |
| 3 | Special_Conditions.docx | Word | 12 pages | Commercial terms, compliance |

This index allows the user to quickly locate the original source documents for verification.

Output Format

Present findings as a structured summary with clear sections. Use tables for staffing requirements (including Source column). Flag any ambiguous or missing items that need clarification, always referencing the source document and location.

Organization Capabilities

When performing compliance checks or gap analysis, read the company's organization capabilities profile. Look for org_capabilities.* or company_profile.* in the user's folder or the setup/ folder. If not found, provide the template from ${CLAUDE_PLUGIN_ROOT}/setup/org_capabilities_template.md for the user to fill in.

The capabilities profile provides:

• Discipline coverage — which disciplines the company delivers as core, capable, via partners, or not at all
• Sector experience — completed projects by sector for reference matching
• Certifications — ISO, ~~classification_authority, and other accreditations for compliance verification
• Subcontractor network — pre-qualified partners for non-core disciplines
• Current capacity — bench staff, active projects, mobilization timelines
• Company differentiators — strengths for proposal content

Reference Material

For detailed rate mapping and staff categorization patterns, read:

• references/discipline-mapping.md — standard discipline-to-role mapping
• references/qualification-matrix.md — typical qualification requirements by role level
• ${CLAUDE_PLUGIN_ROOT}/setup/org_capabilities_template.md — organization capabilities profile template