MAIA Proposal & RFP Agent

Win More Bids While Reducing Response Time

Every RFP represents an opportunity, but the manual effort required to respond is overwhelming. Teams spend weeks analyzing requirements, coordinating inputs across departments, and drafting responses—only to miss deadlines or submit proposals that don't fully address evaluator priorities.

MAIA's Proposal & RFP Agent autonomously handles the entire bid response process, from requirement extraction to final document generation. The system analyzes RFP documents in any format, identifies all requirements and evaluation criteria, extracts relevant content from your knowledge base, and generates compelling, compliant proposals that address every requirement while showcasing your unique value.

Core Capabilities

Intelligent Document Analysis

Automatically processes RFPs in any format (PDF, Word, spreadsheets, online portals), extracting requirements, deadlines, evaluation criteria, submission guidelines, and mandatory documentation. MAIA identifies hidden requirements, understands context, and flags potential compliance issues before response development begins.

Requirement Traceability Matrix

Generates comprehensive matrices mapping every RFP requirement to your response sections, ensuring nothing is missed. The system tracks compliance across technical specifications, commercial terms, delivery schedules, and evaluation criteria while maintaining complete audit trails for quality review.

Automated Content Assembly

Pulls relevant content from your proposal library, past projects, case studies, technical documentation, and team CVs to build comprehensive responses. MAIA adapts existing content to match specific RFP requirements while maintaining consistency with your brand voice and messaging strategy.

Win Theme Development

Analyzes evaluator priorities, competitor intelligence, and client pain points to develop compelling win themes. The system weaves these themes throughout your proposal, ensuring every section reinforces your unique value propositions and competitive differentiators.

Compliance Verification

Validates every proposal element against RFP requirements, submission guidelines, and regulatory frameworks. MAIA checks formatting, page limits, mandatory sections, required certifications, and legal terms—catching compliance issues before submission deadlines.

Multi-Language Support

Processes RFPs and generates proposals in multiple languages while maintaining technical accuracy and persuasive messaging. Essential for international tenders and multi-jurisdictional opportunities across EU procurement frameworks and global markets.

How MAIA Automates Your Proposal Process

RFP Ingestion

System analyzes incoming RFP documents, extracts all requirements, deadlines, and evaluation criteria automatically

Content Retrieval

MAIA searches your knowledge base for relevant content, case studies, and past proposals that match requirements

Response Generation

Generates comprehensive proposal responses with compliance matrix, win themes, and tailored content

Review & Submit

Your team reviews, refines, and approves the final proposal for submission

See MAIA in Action

Proposal Types We Handle

MAIA adapts to any procurement framework and proposal format:

Government & Public Sector RFPs

EU tenders, government procurement, public sector bids with strict compliance requirements and standardized evaluation frameworks

Enterprise RFPs

Private sector procurement for technology solutions, professional services, managed services, and strategic partnerships

Technical Proposals

Complex solution proposals requiring detailed technical specifications, architecture diagrams, implementation plans, and integration approaches

Grant Applications

Research grants, innovation funding, EU Horizon programs requiring detailed project plans, budget justifications, and impact assessments

RFQs & Pricing Responses

Quote requests, pricing proposals, and commercial submissions with automated cost calculations and pricing strategy

Framework Agreements

Multi-year framework bids, preferred supplier applications, and panel submissions requiring comprehensive capability demonstrations

Measurable Business Impact

70-85% reduction in proposal development time — Teams respond to more opportunities without increasing headcount
Improved win rates — AI-optimized responses address evaluator priorities more effectively than manual proposals
100% compliance assurance — Automated verification eliminates disqualification due to missing requirements or formatting errors
Consistent quality across all bids — Every proposal maintains high standards regardless of team workload or experience level
Scalable bid capacity — Respond to 3-5x more opportunities with the same team size
Knowledge retention — Captures institutional knowledge from winning proposals and makes it accessible for future bids
Reduced proposal costs — Lower resource requirements per bid improve profitability even before win rate improvements

Seamless Integration with Your Workflow

MAIA integrates with your existing systems and processes:

Proposal management platforms and collaboration tools
Document repositories and knowledge management systems
CRM systems for opportunity tracking and customer intelligence
Project management tools for bid coordination
Digital signature and submission portals
SharePoint, Confluence, and enterprise content management

Frequently Asked Questions

How does MAIA's Proposal Agent improve win rates?

MAIA analyzes historical winning proposals, competitor intelligence, and evaluator priorities to generate compelling, tailored responses that address all requirements while highlighting your unique value propositions. The system learns from your organization's wins and losses to continuously improve proposal quality.

Can MAIA handle multiple RFP formats and requirements?

Yes, MAIA automatically processes RFPs in any format (PDF, Word, spreadsheets, online portals) and extracts requirements, deadlines, evaluation criteria, and submission guidelines. The system adapts to different industries, geographies, and procurement frameworks including EU tenders, government RFPs, and private sector proposals.

How quickly can MAIA generate a complete proposal?

MAIA can draft comprehensive proposal responses in minutes rather than weeks. The exact time depends on proposal complexity, but teams typically reduce response time by 70-85% while improving quality and consistency. This allows your team to pursue more opportunities and focus on strategic differentiation.

Does MAIA maintain our company voice and branding?

Absolutely. MAIA learns your organization's writing style, terminology, value propositions, and brand guidelines from your existing proposal library. All generated content maintains consistency with your established voice while adapting appropriately to each opportunity's specific requirements and audience.