Rfp Response Preparation

RFP Response Preparation

When to Activate

Trigger when user asks for: "RFP response", "prepare RFP", "respond to RFP", "mandate proposal", "tender response", "client proposal", "draft proposal for [mandate]", "RFP for [strategy]"

Workflow

Step 1: Confirm Mandate Details

⚠️ MANDATORY STOPPING POINT: Do NOT proceed until user responds.

Before presenting options, query portfolio_analyzer for "List all available portfolio names" to get the current strategy list. Use the results to populate the strategy options.

Present the user with structured questions:

1. Strategy: Options from the portfolio list above (filter to those relevant to the user's stated mandate type if possible)
2. Regulatory framework: SFDR Article 8 / SFDR Article 9 / TCFD / UK Stewardship Code / FCA SDR / MiFID
3. Client type: UK DB Pension Scheme / UK DC Pension Scheme / EU IORP / occupational pension / Public / local government scheme / Foundation / Insurance / Sovereign Wealth
4. Sections to emphasise: ESG integration methodology / Active ownership / engagement / Climate metrics / Performance track record / Team and governance / Fees and operations

Once the user selects their options, proceed through all remaining steps without further interruption.

Step 2: Firm Capabilities and Track Record

Tool: portfolio_analyzer (SAM_PORTFOLIO_VIEW) Query: "Latest performance summary for SAM [strategy] including returns, AUM, sector allocation, and top holdings"

Tool: portfolio_analyzer (SAM_PORTFOLIO_VIEW) Query: "Total AUM across all portfolios" — use this for the Firm Overview section (total firm AUM)

Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'sales_templates') Query: "RFP response template"

Extract:

• Total firm AUM (sum across all portfolios — do NOT mark as [TO COMPLETE])
• Strategy AUM and inception date
• Performance vs benchmark (QTD, YTD where available)
• Top holdings and sector positioning
• RFP template structure for formatting

Visualisation: Include a line chart showing strategy performance vs benchmark over time.

Step 3: Investment Process and Philosophy

Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'philosophy_docs') Query: "Investment process methodology for [mandate type]"

For ESG mandates, additional query: Query: "ESG integration methodology and active ownership approach"

Extract:

• Investment process description (multi-stage)
• Philosophy and differentiation
• For ESG: integration framework, exclusion policy, engagement approach
• Team structure and decision-making governance

Step 4: Compliance and Risk Management

Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'policy_docs') Query: "Compliance framework and risk management policies"

Tool: search_regulations (SAM_REGULATORY_DOCS) Query: "[Relevant regulation] disclosure requirements for [mandate type]" (e.g., "SFDR Article 8 disclosure" for ESG, "UCITS risk limits" for regulated funds)

Extract:

• Regulatory registrations and compliance infrastructure
• Risk management framework and limits
• Relevant regulatory disclosures
• Conflict of interest management

Step 5: Synthesise Complete RFP Response

Combine all gathered content into a structured RFP document following the template from Step 2. Use the RFP_TEMPLATE.md structure as the framework.

Include [TO COMPLETE] markers for sections requiring manual input (e.g., specific fee proposal, named team biographies).

End with a "Sections Requiring Manual Review" checklist summarising what still needs human attention.

Multi-Section Handling

Make SEPARATE tool calls for each section. Never combine different content types in a single query.

Date Handling

ALWAYS request "latest" or "most recent" data. Never use specific future dates.

Mandate-Specific Adaptations

Error Handling

• Strategy not found: "Portfolio not found. Available SAM strategies: [list from portfolio_analyzer]. Did you mean one of these?"
• Template not found: "RFP template not found in internal documents. I'll format using the standard institutional RFP structure from RFP_TEMPLATE.md."
• Regulation not found: "No specific regulatory content found for [framework]. I'll include a placeholder for regulatory disclosures that your compliance team can complete."

Output Format

• Produce as a written document in markdown with clear section headers
• NEVER produce slide-deck format
• Include [TO COMPLETE] markers ONLY for information that cannot be retrieved from available tools (e.g., named team biographies, specific fee schedules). Never mark AUM, performance, or portfolio data as [TO COMPLETE] — always query it.
• Include data tables where quantitative evidence supports claims
• Do NOT generate PDF unless the user explicitly requests it

Visualisation rules:

• Include a line chart showing strategy performance vs benchmark over time
• Include a pie chart for sector allocation — do NOT present sector allocation as a table
• Do NOT include full monthly return tables — show the chart and state "Full monthly performance series available on request"

Table rules:

• Do NOT repeat the strategy/portfolio name in every row of a table — state it once in the section header and omit from the table body
• Keep tables clean: only include columns that vary across rows

Cross-Skill References

• "What SFDR requirements apply?" -> regulatory-lookup skill
• "Adapt for board/prospect audience?" -> audience-adaptive-narrative skill
• "Generate PDF?" -> pdf-report-generation skill (only when explicitly requested)

Stopping Points

• Before Step 2: Confirm mandate details, strategy, and any specific requirements
• After Step 5 (draft complete): Present for review. Do NOT generate PDF unless explicitly requested.