Can the RFP Responder handle different file formats?

Yes. It utilizes advanced document processing to ingest data from PDFs, Excel spreadsheets, Word documents, and even web-based portals, normalizing the data into a structured format for processing.

How does it handle complex pricing like Incoterms?

The **RFP Responder** is trained on global trade logic. It understands the cost implications of Incoterms (e.g., DDP vs. FOB) and automatically includes or excludes specific cost components (duty, freight, insurance) based on the requested term.

Does it integrate with our existing freight rates?

Absolutely. It connects via API to your TMS or rate management system to pull your specific negotiated carrier rates, ensuring that every quote reflects your actual buying power and margin targets.

Can we review the bid before it is sent?

Yes. The system operates on a 'Human-in-the-Loop' model. It prepares the draft and flags low-confidence areas for your review. You maintain full control over the final submission, ensuring strategic alignment.

Does it learn from our past wins and losses?

Yes. The agent analyzes the outcome of past bids. If certain pricing strategies or qualitative answers consistently lead to wins, it prioritizes those approaches in future proposals, continuously optimizing your win rate.

RFP Responder AI Worker | Automated Bidding for Global Trade

RFP Responder is an AI worker that autonomously generates trade-specific proposals.

It connects to ERP/TMS for real-time rates, calculates landed costs by HS code, and drafts compliant bids-collapsing quote-to-cash from 3-5 days to 15 minutes while enabling 4-10x volume without headcount.

What is RFP Responder?

Trade-Specific Tender Engine. RFPs require integrating volatile freight rates, complex Incoterms, customs duties, and compliance adherences-hundreds of line items needing precise landed cost calculations. Manual teams spend days parsing, chasing spot rates, copy-pasting boilerplate. RFP Responder executes trade-specific tenders with machine speed.
ERP/TMS Connected Pricing. Unlike generic AI text drafters, connects to your ERP and TMS for operational reality. Extracts requirements (volume, ports, hazmat, delivery windows), retrieves real-time spot/contract rates, calculates duties by HS code, factors margins-responding in minutes not days.
Knowledge Graph for Qualitative Responses. Uses your winning bids, case studies, and certifications to draft persuasive compliant responses. Ensures ESG and CTPAT questions answered with up-to-date verified information-maintaining brand consistency across proposals.
Strategic Automation. Liberates sales experts from data extraction and cost calculation to focus on negotiation, relationships, and solution design.

Replaces:

Hours reading/highlighting PDF tenders for specs and timelines.

Fragile Excel calculators with real-time landed cost engines.

Manual search for standard compliance/security answers.

Waiting for carrier rate email replies.

Final-mile formatting drudgery.

Ready to see RFP Responder in action?

Why RFP Responder?

Speed-to-Quote Dominance. First responder wins 50% of the time. Collapses quote-to-cash from 3-5 days to under 15 minutes. Being first valid quote frames negotiation and blocks competitors-responsiveness becomes your moat.
Eradicate Margin Leakage. Manual bidding creates pricing errors-missed surcharges, expired rates. Pulls live data for every calculation, validates against margin rules and carrier contracts. Never win a deal that loses money.
4-10x Volume Without Headcount. Process peak season RFP surges without hiring. Scales instantly to meet demand. Bid on every viable opportunity, maximizing pipeline coverage and market share.
100% Compliance Consistency. Global trade proposals are legal commitments. Enforces Single Source of Truth-every proposal adheres to company policy and regulatory standards. Audit-ready and legally sound.

How It Works

Workflow Automation

How RFP Responder integrates with your systems

Auto-Bid Generator

RFPProposalAutomation

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Parses incoming RFP requirements and generates a draft proposal with pricing model for review.

Intelligent Intake. Ingests PDF/Excel/Word/Portal tender. OCR and NLP decompose into structured data-DDP Incoterms, 40HC containers, Net 60 terms mapped to internal fields.
Dynamic Costing. Pricing engine queries for best route, current fuel surcharges, tariff rates. Applies margin logic. Retrieves best-performing knowledge base answers customized to RFP industry/tone.
Draft & Optimize. Auto-fills client Excel pricing, generates PDF cover letter and technical proposal. Runs Win Probability check against historical data, suggests pricing adjustments.
Human Review. Presents draft to expert, highlights low-confidence areas. Upon approval, submits via email/portal, updates CRM with quote details.

Get Started

Stop losing contracts to administrative friction. Deploy RFP Responder to build a high-velocity bidding engine, capturing every opportunity with precision.

See how RFP Responder works for your business

Core Capabilities

Automated Requirements Extraction

Parses complex RFP documents to identify mandatory technical specs and compliance needs, reducing intake time by weeks.

Dynamic Landed Costing

Calculates real-time freight, duty, and insurance costs to ensure profitable, margin-protected pricing for every line item.

Smart Content Retrieval

Injects verified, high-scoring answers from your knowledge base to address qualitative security and operational questions.

Win Probability Scoring

Analyzes historical deal data to predict success rates and suggest pricing optimizations before submission.

Who It's For

Freight Forwarders

Deploy the agent to instantly respond to high-volume spot market tenders, optimizing carrier selection and margins to win more lanes.

Contract Manufacturers

Use the worker to parse complex OEM engineering RFQs, ensuring all technical certifications and material costs are accurately reflected in the bid.

Export Trading Companies

Implement the agent to manage multi-market tenders, automatically adjusting pricing and Incoterms for different regional requirements.

Value Outcomes

Response Velocity

85% faster response

Slash quote turnaround time. Moving from days to minutes increases the probability of winning the deal by **50%**.

Operational Efficiency

40% capacity gain

Reduce manual bid labor. Automating data entry and pricing frees up **40%** of sales team capacity for negotiation.

Revenue Growth

30% pipeline increase

Capture more opportunities. The ability to bid on every viable tender increases the sales pipeline volume by **30%**.

Pricing Accuracy

99% pricing accuracy

Eliminate margin errors. Automated validation of rates against contracts reduces costly pricing mistakes by **99%**.

Strategic Value for Decision Makers

For the CFO

**Margin Integrity & Cost Control.** The RFP Responder prevents under-pricing by enforcing strict margin rules and validating all costs against real-time data. It turns the bidding process from a financial risk into a predictable, auditable engine for profitable growth.

For the COO

**Scalability & Resilience.** This agent decouples our bidding capacity from headcount. We can handle 10x the volume of RFPs during peak seasons without hiring temp staff, ensuring our operations remain lean and responsive to market demand.

For the Owner

**Market Dominance.** Speed wins. By quoting faster and more accurately than any competitor, we establish ourselves as the most reliable partner in the market. This tool is our offensive weapon to capture market share and secure the company's future.

Why Export Arena

RFP Responder is not a standalone tool - it's part of Export Arena's AI & Automation Department as a Service. Pre-trained on global trade nuances, from HS codes to geopolitical risk, it delivers strategic insights tailored to C-suite decision-making. We provide resilience as a service.

See how RFP Responder works for your business