RFQ Generator
RFQ Generator is the engine that turns a scope of work into a bid-ready Request for Quotation. Paste a scope narrative or upload a spec section and it writes numbered line items, inclusions, exclusions, submission instructions and a blank vendor bid form that you can print, export to Word or push to Procurement Tracker.
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What does the RFQ Generator do?
RFQ Generator takes a scope narrative — a few paragraphs, a spec section, or a full bid package — and produces a structured RFQ document: project header, scope sections, numbered line items with quantities and units, inclusions (what vendors must provide), exclusions (what they must not assume), submission instructions, and a blank bid response form.
The output is a JSON structure that renders as a formatted, exportable document. Print it to PDF or export it as a Word document to send to vendors yourself, or push the line items to Procurement Tracker to pick vendors and send the RFQ from there; when responses come in, the structure lines up cleanly with the Bid Leveling engine for side-by-side comparison.
When should I use the RFQ Generator?
Use the RFQ Generator when you have a scope document and need to solicit bids, when you want every vendor to respond in the same format so leveling is faster, or when you are replacing informal phone quotes with a structured process.
- You have a scope document (plans, specs, narrative) and need to solicit bids — most common use.
- You want a standardized bid template so every vendor responds in the same format — downstream leveling is much faster.
- You're replacing a mixed pile of "just call me, I'll quote" conversations with a structured process.
You already have vendor bids in hand — go straight to Bid Leveling. RFQ Generator is for the solicitation step, before you've received responses.
What do I upload to the RFQ Generator?
The engine accepts either pasted text in the scope field or a single document upload. Supported document types: PDF, DOCX, XLSX, CSV, plain text. The engine reads up to 60,000 characters of scope content; longer documents are truncated with a banner warning on the output.
You also set these fields explicitly (each can be inferred from the scope if left blank):
Used in the RFQ header. Optional — the engine infers it if blank.
Your company as the solicitor.
Free-form — "Electrical," "HVAC," "Structural steel." Guides line-item granularity.
Date vendors must submit by. Appears in the RFQ header and bid-form instructions.
Who vendors contact with questions.
Optional. If set, becomes a mandatory field on the vendor bid form. If blank, the RFQ asks vendors to state their Incoterm basis.
Free-form text for site conditions, union requirements, safety programs, or anything else you want in the RFQ body.
How do I run the RFQ Generator?
To run the RFQ Generator, open it, paste or upload your scope, fill in the project fields, click Run analysis, review the structured RFQ, then export it or push it to Procurement Tracker.
Open the engine
Sidebar → Engines → click the RFQ Generator card.
Paste or upload scope
Either paste the scope narrative into the text area or drag a file into the upload zone. The engine reads the content into the scope field.
Fill project fields
At minimum, set the trade and bid-due date. Everything else can be inferred from the scope, but filling it in gives you more control over the header.
Click Run analysis
Takes 25–45 seconds. The progress bar shows the model thinking, then parsing.
Review the structured RFQ
Results open with the generated RFQ laid out in sections: project overview, scope sections with line items, inclusions, exclusions, submission instructions, and a blank bid form. Each block is collapsible.
Export, or push to Procurement Tracker
Top-right of the results: Print opens a print-ready view you can print or save as a PDF, Export Word downloads a .doc file, and Copy copies a plain-text summary to your clipboard. To actually send it to vendors, click Push to Procurement Tracker — it creates real, trackable procurement line items from the RFQ; from there, use Procurement Tracker's Quick RFQ flow to pick vendors and email the RFQ.
Chain to Bid Leveling
When vendor responses come in, click the Chain to Bid Leveling button at the bottom of the result. The RFQ structure carries forward as the reference spec — Bid Leveling lines up each vendor against these line items automatically.
How do I read the RFQ Generator results?
The result is a structured RFQ: a project header and description, scope sections with line items, inclusions, exclusions, submission instructions and a blank vendor bid form.
Output sections:
Name, trade, owner, contact, bid due, issue date, Incoterm. Appears at the top of the exported PDF.
2–3 sentence narrative inferred from the scope, covering project type, size, location if stated.
The AI segments the scope into logical sections (e.g., "Rough-in," "Finish," "Testing"). Each section has a short description and a list of line items.
Each row: item number, description, quantity, unit of measure, and notes. The AI extracts these from the source scope; if a quantity isn't stated, it writes "TBD" rather than guessing.
Items vendors must include in their price — freight, startup, testing, warranty, training, etc. Inferred from the scope and standard trade practice.
Items outside the RFQ scope — things vendors should not include (and should not assume are theirs). Protects you from apples-to-oranges bids.
How to submit, what format, what backup documentation is required, bid-bond requirements if any, contact for clarifications.
Blank row-per-line-item form vendors fill in. Preserves the line-item structure so responses are directly comparable.
Every control, explained
Run analysisSends the scope + metadata to the AI. Consumes one run.
PrintOpens a print-ready version of the RFQ in a new tab and triggers your browser's print dialog — print it or save it as a PDF.
Export WordDownloads the RFQ as a .doc file you can open and edit in Word.
CopyCopies a plain-text summary of the RFQ — header, scope sections, and line items — to your clipboard. Useful for pasting into email or Slack.
Chain to Bid LevelingOpens Bid Leveling with this RFQ as the reference spec. Data is carried forward automatically.
Chain to Scope ComplianceOpens Scope Compliance with this RFQ pre-loaded. Use after a single vendor responds and you want to check whether their bid matches what you asked for.
Push to Procurement TrackerCreates real, trackable procurement line items from this RFQ's scope sections. This doesn't send anything itself — open Procurement Tracker's Quick RFQ flow from there to pick vendors and email the RFQ as a PDF.
Chains
When you're ready for the next step, click one of the chain suggestions at the bottom of the results panel. Data carried forward is marked with a Data tag.
Chains into
Chained from
Exports
- PDF — via Print: opens a print-ready document in a new tab and triggers your browser's print dialog. Print it or save it as a PDF.
- Word (.doc) — via Export Word: downloads the RFQ as an editable .doc file.
- Plain text — via Copy: copies a text summary of the RFQ to your clipboard for pasting into email or Slack.
Troubleshooting
Scope input exceeds 60,000 characters. The engine analyzes the first 60,000 and flags the result as partial. Split the scope into sections (by trade, by building area) and run each separately.
If the output line items are vague, the source scope is probably narrative-only. Upload spec sections with real numbered items if you have them, or paste a more granular scope. You can also ask the chat: "Regenerate section 2 with more detail."
Check the Incoterm field before running. The engine respects whatever you set; if blank it leaves the field as a vendor-responsibility prompt.
That's fine — Bid Leveling tolerates heterogeneous vendor responses and will still match back against the RFQ.
Sources
- FAR Part 13: Simplified Acquisition ProceduresAcquisition.gov, Federal Acquisition RegulationThe federal rules for requesting and comparing quotations and issuing purchase orders on smaller purchases.
- Summary: A701-2018, Instructions to BiddersAIA Contract DocumentsHow bidders get documents, ask questions, submit bids and bid security, and how performance and payment bonds are handled.
- MasterFormatConstruction Specifications InstituteThe standard list of numbers and titles used to organize construction specifications, scopes and bid items by division.