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About the Agent
The RFQ creation agent streamlines the generation of Request for Quotation(RFQ) documents by automating the extraction, classification, and structuring of procurement requirements. It leverages LLMs to intelligently classify requirements, select the appropriate RFQ template, and extract relevant project metadata, ensuring contextual relevance and accuracy.
Drawing from a robust knowledge base that includes historical RFQs, compliance guidelines, and industry-standard templates, the agent ensures that every document adheres to organizational norms. It dynamically aligns requirement inputs with the correct RFQ structure, populates mandatory sections, and validates the content against compliance checklists.
With built-in quality assurance mechanisms, the agent compares newly generated RFQs with historical references to avoid inconsistencies and ensure best practices are followed. From scope definition to evaluation criteria and terms, each section is systematically constructed to meet procurement and legal standards.
Scalable and adaptable, the RFQ creation agent supports multiple export formats and accommodates diverse industry use cases. It significantly reduces manual effort, enhances consistency, and ensures readiness for future enhancements like deeper compliance automation and API-based integrations.
Accuracy
TBD
Speed
TBD
Input Data Set
Sample of data set required for RFQ Creation Agent:
RFQ Requirement Document
Project Title:
Enterprise IT Infrastructure Management Services for North American Operations
Project Summary
Northbridge Industries Inc., a multinational manufacturing and distribution organization, invites qualified and experienced vendors to submit proposals for delivering end-to-end IT infrastructure management services across our North American sites. This initiative is part of our broader digital transformation strategy aimed at improving operational resilience, cybersecurity posture, and service availability.
Procurement Details
- Procurement Category: Services
- Procurement Subtype: Managed IT Services – Infrastructure Operations
Business Context
Due to rapid business growth and increasing digital dependency, Northbridge Industries is transitioning from a decentralized IT support structure to a unified managed service model. We are looking to engage a partner that can bring technical expertise, scalable solutions, and a proactive service approach to manage our infrastructure needs across the U.S. and Canada.
Scope of Work
The selected vendor will be responsible for the following:
- 24/7 proactive infrastructure monitoring and alerting
- On-site and remote Level 1, 2, and 3 support for IT operations
- Network and server administration (Linux, Windows, Cisco, Fortinet)
- Hybrid cloud operations management (AWS, Azure, VMware)
- IT asset lifecycle management, including procurement support
- Patch management and system health checks
- Incident and problem management using ITIL v4 framework
- Cybersecurity incident response and forensic analysis
- Monthly reporting and KPI-based performance tracking
- Staff augmentation during critical project phases or outages
Project Timeline
- RFP Issuance Date: May 1, 2025
- Proposal Submission Deadline: June 15, 2025
- Evaluation & Selection Period: June 17 – July 5, 2025
- Contract Award Notification: July 8, 2025
- Service Commencement Date: August 1, 2025
- Contract Duration: Initial 3-year term, renewable for an additional 2 years
Service Locations
The service scope includes but is not limited to the following operational sites:
- Headquarters – New York, NY
- Regional Office – Dallas, TX
- R&D Center – San Francisco, CA
- Manufacturing Plant – Toronto, ON
- Distribution Center – Chicago, IL
Support must be coordinated across all time zones with localized escalation and response mechanisms.
Technical & Operational Requirements
- Proven experience managing enterprise-level IT environments with over 5,000 endpoints
- Familiarity with Microsoft 365, Active Directory, and centralized identity access management
- Support for DevOps pipelines and container-based infrastructure (e.g., Kubernetes, Docker)
- Compliance with HIPAA (for healthcare segments), PCI-DSS (for financial processing), and applicable state laws
- Robust ticketing integration (preferably ServiceNow or Zendesk)
- Multilingual support team preferred (English/French/Spanish)
Compliance and Regulatory Requirements
- SOC 2 Type II and ISO/IEC 27001 certification (mandatory)
- Adherence to NIST 800-53 and CIS Controls v8 for federal-grade security standards
- U.S. and Canada data residency assurance for sensitive and classified business data
- Employee background checks and clearance documentation for personnel accessing secured facilities
Estimated Budget Range
USD $2.5M to $3.2M annually, including licensing, staffing, service delivery, and optional enhancements
Proposal Evaluation Criteria
- Demonstrated industry experience and scale of operations
- Technical competence, certifications, and staff qualifications
- Cost structure and pricing transparency
- Service transition and governance approach
- References from clients in similar industries or with similar scope
- Innovation in service delivery and automation
Required Deliverables in Proposal
- Executive Summary
- Technical Solution Architecture
- Resource and Staffing Plan
- Transition and Knowledge Transfer Plan
- SLA/KPI Framework
- Risk Management & Business Continuity Strategy
- Commercial Proposal and Rate Card
- Contractual Terms and Assumptions
Contact Person
Jane L. Roberts
Director – Global IT Procurement
Email: jroberts@northbridgeindustries.com
Phone: +1 (212) 555-9823
Additional Notes
- Shortlisted vendors may be required to participate in a 1-hour technical presentation.
- Vendors are encouraged to submit clarifying questions by May 20, 2025.
- All communications must adhere to our procurement ethics policy.
Deliverable Example
Sample output delivered by the RFQ Creation Agent:
Request for Quotation (RFQ)
RFQ Title: Enterprise IT Infrastructure Management Services for North American Operations
RFQ ID: NB-RFQ-IT-2025-045
Issue Date: May 1, 2025
Submission Deadline: June 15, 2025
1. Company Overview
Northbridge Industries Inc. is a U.S.-headquartered multinational leader in industrial manufacturing and logistics, with operations across North America, Europe, and Asia. The company’s digital transformation agenda prioritizes efficiency, resilience, and advanced cyber-secure service delivery across all business functions.
2. Project Overview
Northbridge seeks proposals from qualified vendors to provide managed IT infrastructure services for its North American operations. This includes infrastructure monitoring, cloud operations, incident response, and compliance-driven reporting for multiple facilities in the U.S. and Canada.
3. Scope of Work
3.1 Service Coverage
- 24/7 infrastructure monitoring
- L1–L3 help desk and on-site support
- Server/network administration (Linux, Windows, Cisco, Fortinet)
- AWS, Azure, and VMware hybrid cloud management
- Patch management, backups, and upgrades
- DevOps and container infrastructure support
- Cyber incident management and forensic response
- SLA-driven performance reporting
3.2 Locations
- New York, NY (HQ)
- Dallas, TX (Regional)
- San Francisco, CA (R&D)
- Toronto, ON (Manufacturing)
- Chicago, IL (Distribution)
4. Technical & Regulatory Requirements
- Manage 5,000+ endpoints
- Microsoft 365 and identity access integration
- HIPAA, PCI-DSS compliance
- Support for ITIL v4 practices
- ServiceNow/Zendesk integration
- SOC 2 Type II and ISO 27001 certification
- Adherence to NIST 800-53 and CIS Controls v8
- Canadian and U.S. data residency enforcement
- Multilingual support (preferred)
5. Key Milestones & Timeline
| Milestone | Date |
|---|---|
| RFQ Issuance | May 1, 2025 |
| Question Submission Deadline | May 20, 2025 |
| Proposal Deadline | June 15, 2025 |
| Evaluation & Interviews | June 17 – July 5 |
| Contract Award | July 8, 2025 |
| Service Start Date | August 1, 2025 |
| Initial Term | 3 Years |
| Optional Renewal | 2 Years |
6. Proposal Evaluation Criteria
- Vendor’s relevant experience
- Proposed service model and delivery
- Team certifications and staffing structure
- Innovation and automation strategy
- Cost transparency and alignment with budget
- Reference checks and client case studies
- Risk mitigation and continuity plans
7. Budget Guidelines
Estimated spend: USD $2.5M–$3.2M annually, inclusive of labor, tools, and transition services. Pricing must be itemized and scalable.
8. Submission Guidelines
Submit your complete proposal in PDF or DOCX format by June 15, 2025, 5:00 PM EST to:
Jane L. Roberts
Director – Global IT Procurement
📧 jroberts@northbridgeindustries.com
📞 +1 (212) 555-9823
9. Terms and Conditions
- This RFQ is not an offer to contract.
- Northbridge reserves the right to reject any or all proposals.
- Shortlisted vendors will be invited for a 1-hour technical demo.
- All communications must comply with Northbridge’s Ethics Policy.
- NDA may be required prior to detailed discussion.
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