success/the-intelligent-data-infrastructure-company-developing-an-automated-rfp-response-solution-using-generative-ai

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The Intelligent Data Infrastructure Company:

Developing an Automated RFP Response Solution Using Generative AI

Industry: HiTech

Delivery Center: India

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Developing an Automated RFP Response Solution Using Generative AI

Industry: HiTech

Delivery Center: India

talk to an expert

Industry Context

In today's competitive business environment, companies often use the Request for Proposal (RFP) process as a crucial part of their sales strategy. Organizations issue RFPs to invite vendors to submit detailed business proposals, especially in sectors like IT, Telecom, Healthcare, Government, and Construction. These sectors require comprehensive proposals due to the complexity of their projects. There is an increasing need for solutions to quickly retrieve information from diverse data sources, improving productivity and accuracy in preparing RFP responses. 

Industry Context-The Intelligent Data Infrastructure Company

Client Challenge

The client is a California-based data infrastructure company that provides enterprise customers with unified data storage, integrated data services, and cloud operations solutions.  

The client's sales team received high volumes of RFPs, making the response process demanding. Responding to the RFPs required accessing various sources and opening multiple document types, including Word, PowerPoint, and PDF files. Collecting necessary documents, drafting responses, and proofreading them was time-consuming. The client was thus looking for a solution that could quickly retrieve information from diverse data sources and enhance productivity and response accuracy. 

Client Challenge The Intelligent Data Infrastructure Company-1

Approach

Considering the challenges faced by the client, Encora developed an innovative and automated response generation solution leveraging Gen AI and advanced data ingestion techniques. The services provided by Encora include:

  • Innovation Ideation: Facilitated RAG-based functionality for answering RFP questions by developing the RFP Responder tool using Generative AI (Azure OpenAI). Improved the accuracy and efficiency of RFP responses by using Azure OpenAI to develop LLM-powered virtual assistants that involve natural language processing and understanding to generate appropriate responses. 
  • Web & Mobile App Design & Development: Streamlined the RFP response process by building a web application in ReactJS that supports both chat-based and bulk upload functionalities. 
  • Data Pipeline Engineering: Enhanced document ingestion from multiple sources such as SharePoint, Web APIs, and other platforms by implementing advanced data pipeline engineering. This included developing parsing capabilities for various formats including PDF, PPT, DOCX, and XLSX, and preprocessing and chunking the documents for storage in a vector database.  

  • LLM-Powered Virtual Assistants: Improved the accuracy and efficiency of RFP responses by using Generative AI (Azure OpenAI) to develop LLM-powered virtual assistants that use natural language processing and understanding to generate appropriate responses. 

 

Approach-The Intelligent Data Infrastructure Company

Results

Encora’s RFP Responder significantly optimized the RFP processes across various business units for the client and outperformed traditional methods. Key advantages of this innovative solution include: 

  • Improvement in the overall quality of responses and better accuracy of document retrieval through cross-encoder re-ranking.  
  • Enhanced efficiency by enabling users to generate answers to queries in mere seconds through the chat functionality within the RFP Responder, further. 
  • Automated response generation to increase the efficiency and accuracy of RFP responses, effectively retrieving information from diverse data sources, and leveraging advanced natural language processing capabilities. 
Results-The Intelligent Data Infrastructure Company

Turnaround Time

Turnaround Time

Response Generation Time

Response Generation Time

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Santa Clara, CA

+1 (480) 991 3635

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Innovation Acceleration

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Encora logo

Santa Clara, CA

+1 (480) 991 3635

letstalk@encora.com

Innovation Acceleration