Add AI to Your Task Order Factory Now to Win More

Government agencies award over 60% of contracts through pre-competed vehicles like government-wide acquisition contracts (GWACs), indefinite delivery/indefinite quantity contracts (IDIQs), multiple award contracts (MACs), and blanket purchase agreements (BPAs). Task order requests for proposals (TORFPs) generated by these contract vehicles often require rapid responses within 10, 15, or 30 days. Given these tight deadlines, contractors need an efficient process or task order factory to produce winning proposals quickly.

Four years ago, Lohfeld Consulting wrote a blog about setting up a TORFP factory to generate winning proposals efficiently. Since then, AI and generative AI (GenAI) technologies have become game-changers in expediting proposal development. This blog explores how to incorporate AI and GenAI into your task order factory.

Best Practice 1: Automate Time-Consuming Tasks

Harness AI to save yourself time on many tasks, as described below.

• Quick Internal Data Calls: Use GenAI to search your internal repositories for the information you need to draft content.
• Outline and Compliance Matrix Creation: Use GenAI to analyze RFPs and automatically generate outlines and requirements lists, saving valuable time.
• Draft Content Generation: Use GenAI to draft proposal sections using pre-approved templates and past responses, allowing writers to focus on refining content.
• Automated Reviews: AI can perform initial compliance checks and flag areas that need further review, enabling faster and more thorough quality assurance.

Best Practice 2: Enhance Reusability with AI-Driven Repositories

Avoid reinventing the wheel with each proposal. Implementing AI in your content management process allows you to quickly assemble relevant sections, reducing the time spent on customization while maintaining a high-quality standard.

• Index and Search Content: Automatically categorize past proposals, technical solutions, and proof points for quick retrieval.
• Update and Optimize Content: Based on recent winning proposals, suggest improvements to ensure that reused content stays fresh and competitive.

Best Practice 3: Create Intelligent Templates

Use AI to develop and maintain dynamic proposal templates. AI-enabled templates standardize your proposals and adapt to varying customer needs, making your responses more compelling and efficient to produce. AI can pull in relevant information such as past performance, technical solutions, and staffing plans for your next draft.

Best Practice 4: Cultivate an AI-Ready Culture

Create a culture that embraces AI and automation.

• Train Your Team: Ensure all team members, from proposal managers to writers and reviewers, understand how to use AI tools and create GenAI prompts.
• Designate AI Champions: Identify individuals who can lead AI adoption, troubleshoot issues, and promote best practices.

Integrating AI into your proposal processes requires a shift in mindset. Your team can quickly adapt to enhance productivity and output by fostering an AI-ready culture.

Best Practice 5: Utilize AI-Enhanced Virtual Workspaces

Establish a virtual workspace that incorporates AI for collaboration and data management.

• Centralized Repository: AI can facilitate organizing and retrieving proposal artifacts, graphics, and compliance documents.
• Collaboration Tools: AI-powered tools can offer suggestions for content improvements, track version changes, and provide insights into the proposal’s strengths and weaknesses.

An AI-enhanced workspace ensures seamless collaboration, even in remote settings, and helps maintain the proposal’s quality and compliance throughout development.

Conclusion

Incorporating AI and GenAI into your task order proposal factory can drastically reduce the time and effort required to produce high-quality proposals. AI automates routine tasks, enhances content reuse, and streamlines collaboration, allowing your team to focus on crafting compelling narratives that win contracts. Adopting AI/GenAI tools and creating an AI-ready culture will position your company for success in the fast-paced world of government contracting.

Related Content

• Best Practices for a Task Order Proposal Factory

• 50 Use Cases for GenAI Implementation Victory Now

• Video: Generative AI for Proposal Development: Writing the Proposal of the Future

By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and YouTube^(TM).