Helping bid teams create faster and smarter proposals with AI-powered support in Microsoft Word
Agent name:
RFP Response Agent
Industry:
Infrastructure & Building
Type of agent:
Retrieval
Technology:
Copilot Studio
Integrations:
SharePoint, Azure OpenAI
Customisation
Custom Word add-in to embed the agent directly into RFP documents
Challenge
For our client, responding to RFPs is a critical part of securing new contracts for large-scale transport and infrastructure projects. While the team had a strong track record, they identified a key bottleneck in their process. Too much time was being spent manually searching for past proposals, CVs, and supporting materials, slowing down their ability to respond quickly and efficiently. They needed a faster way to access internal knowledge and generate responses directly within their workflow. The goal was to embed AI into the tools their teams already use, starting with Microsoft Word.
Solution
Engage Squared partnered with the client to develop a Copilot Agent proof of concept, built using Copilot Studio and designed to streamline RFP responses within Word.
Key features of the solution included:
- A custom Word add-in that connects the Copilot Agent to the user’s document
- Integration with SharePoint and Azure OpenAI to retrieve content from past proposals, CVs, and technical documentation
- A logic app to sync SharePoint content with Azure Blob Storage, ensuring data stays current
- Built-in tracking to compare and refine AI-generated responses from different sources for better accuracy
The agent helps employees find and insert the right content without leaving their document, making it easier to focus on writing strong, competitive proposals.
Expected value
Although still in the proof-of-concept stage, the agent is already showing strong potential to reduce time and effort during the RFP process.
By enabling quick access to trusted internal content, the solution improves accuracy, consistency, and response speed. This allows teams to:
- Spend less time chasing information and more time crafting compelling proposals
- Respond to more RFPs in less time
- Increase their chances of winning new work
With AI built into familiar tools like Word, the client can now make better use of their existing knowledge base, removing bottlenecks in a high-stakes, fast-paced process.
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