# RFP Operations — Pencel.ai > A Program that scans SAM.gov and state portals every day, scores each listing against your company, brings you the pursue-or-pass call, and drafts the proposal with a compliance matrix. It never submits anything itself. Canonical: https://pencel.ai/use-cases/rfp-operations [Use cases](https://pencel.ai/use-cases) RFP Operations Built-in Program — install in one click # RFP Operations #rfp-ops The whole RFP loop, not just the search: watches federal and state portals every day, tells you which opportunities fit, brings you the pursue-or-pass call, drafts the proposal with a compliance matrix for the ones you choose, and turns every finished proposal into material for the next — without ever submitting anything itself. The crew **Scout** finds and files opportunities **Qualifier** brings you the calls only you can make **Drafter** writes the proposals Download Free [Install RFP Operations](https://pencel.ai/download) 41 → 3 Listings scanned overnight, filed as worth a look 87/100 A fit score on every opportunity, against your own win criteria Proposals submitted without you pressing submit yourself See it happen ## What it looks like with this running. Monday · 6:04 AM #rfp-ops Room Results Knowledge **Scout** 6:04 AM Overnight scan done — 41 new listings across SAM.gov and three state portals. 3 clear your fit bar. VA regional transit maintenance — SLED Scored 87/100 against your win criteria. Small-business set-aside. Due in 9 days. 87/100 fit NAICS 488490 $1.2M est. 9d to deadline \+ 2 more filed under **Find opportunities** **Qualifier** 6:05 AM One of these needs your call, not mine. Pursue the VA transit RFP? Strong fit, but the past-performance clause asks for two comparable contracts and your Company page lists one. Worth a bid? Yes, pursue Pass **Drafter** 9:40 AM Proposal draft is ready for the VA transit RFP. Draft proposal · VA transit maintenance Grounded in your 2024 county fleet answers. Compliance matrix attached — 2 requirements flagged as unmet, not papered over. 14 pages 2 gaps flagged Held for your review Message #rfp-ops — “@” to point at a file or teammate What you just saw **Scout scans on schedule** Federal + state/local portals, scored against your criteria. Nothing to trigger. **Qualifier brings you the call** Judgment calls stop in the room and wait. Nothing is pursued until you say so. **Drafter writes, you decide** A compliant draft from your past answers. Gaps are flagged, never invented. Nothing is submitted. End to end ## The whole loop, start to finish. Every step below runs today. Nothing here is a mock-up of what is coming. - 1 Find Scout scans SAM.gov and state portals daily and files every listing that clears your fit bar, scored. - 2 Qualify Qualifier brings you only the calls a person should make. You pursue or pass; it moves to In progress. - 3 Draft Drafter extracts the requirements, writes responses grounded in your past answers, and builds the compliance matrix — gaps named. - 4 Finish & submit You edit the draft in Documents, close the gaps it flagged, and submit through the portal yourself. It moves to Submitted. - 5 Learn The answers you approved become the grounding for the next draft. Facts confirmed along the way update your Company page. Capabilities ## Everything it does, named. One line each. No adjectives — every one is a specific thing you can go and watch it do. - Scans SAM.gov and state and local portals daily through managed HigherGov and Tavily connectors — no API keys, nothing to trigger — and stays quiet when nothing new fits. - Scores every listing on NAICS and domain fit, contract value, response runway and set-aside eligibility read from your Company page, with deadline and relevance rules enforced in code rather than left to a prompt. - Runs a Find → In progress → Submitted pipeline with live counts, where every card carries its fit score, estimated value, deadline, set-aside and a Write proposal action. - Turns each judgment call into a pursue-or-pass card in the room and on Home, and pursues nothing until you press one. - Drafts the proposal end to end: extracts every requirement, answers each from your past answers, builds the compliance matrix, and runs an honest format check that flags unmet requirements instead of papering over them. - Lands the draft in Documents as an editable document, so you can ask for revisions in place, review each change, and export the proposal with its compliance matrix. - Grounds certifications, past performance and set-aside eligibility in your Company page, and asks you in the room when a requirement needs a fact you have not confirmed. - Turns every answer you approve into grounding for the next draft, and keeps standing rules like “always cite the contract number” scoped to #rfp-ops. Inputs and outputs ## What it reads, and what you get back. What it connects to SAM.gov State & local portals Managed HigherGov + Tavily connectors (no API keys) Your Company page Past proposals in Documents What lands in your hands - Scored opportunity cards — fit score, value, deadline, set-aside - A proposal draft, grounded in your past answers - A compliance matrix with every gap named - All of it rolled up on Home, alongside your other Programs A week with it running ## Day one to steady state. What the first day looks like, what the quiet days look like, and when it comes to find you. - Day 1 Install. Pick federal, state/local, or both. Scout runs the first scan while you watch. - Every morning New listings are scored and filed before you open the app. Nothing fits? It stays quiet. - When it needs you “Strong fit, but they want two comparable contracts and you list one.” The call stops in the room. You decide; it waits. - When you say pursue Drafter produces the proposal draft and compliance matrix, held for your review. Guardrails ## Where it stops for you. The line between what it does on its own and what it will never do without you, stated plainly. Waits for you Which opportunities to pursue. Nothing is ever submitted. Never does Submit a bid, contact a contracting officer, or invent past performance you don’t have. Runs on your Mac or PC. Your pipeline stays on your machine. [Install RFP Operations](https://pencel.ai/download) [Previous Accounting](https://pencel.ai/use-cases/accounting) [Next Email Chief of Staff](https://pencel.ai/use-cases/email-chief-of-staff) Get started ## Three steps to your first real result. - 1 Download Pencel for macOS, Windows or Linux. No invite code, no API keys to set up. - 2 Install the RFP Operations Program and choose federal, state and local, or both. - 3 Watch Scout run its first scan and score your first opportunities, in the same session. Download Free macOS, Windows and Linux. No invite code. [Read the docs first →](https://pencel.ai/docs/getting-started/what-is-pencel.html)