RFP Screener: Go / No-Go in Under 10 Mins

Marcus, BD Director at Meridian Civil Group, had a problem that was getting worse every quarter. The volume of federal solicitations had tripled, and his team was spending two to three days per RFP just to decide whether to bid. Every morning began with a stack of PDFs and a gut feeling.

The gut feeling was wrong often enough to hurt. Meridian had spent entire proposal cycles chasing contracts they were never going to win ,wrong NAICS codes, missing set-aside qualifications, scope that didn't match their past performance. By the time they realized it, the hours were already gone.

"We were spending forty hours writing proposals for work we shouldn't have been pursuing. We just didn't know it until it was too late."

Marcus wasn't looking for another CRM add-on or a keyword filter. He needed something that could read an RFP the way his best BD analyst would ,parse the scope, check it against Meridian's actual capabilities, and give him a structured answer.

What drew him to llmcontrols.ai was the capability matching logic. The platform could ingest an RFP and automatically compare it against the firm's license profile, NAICS history, and past performance ,then output a structured go/no-go score with rationale, not just a flag.

"I needed it to tell me why it was a fit or a pass. Not just a score ,the reasoning behind it. That's what made it useful."

Meridian's workflow ingests any RFP as a PDF upload or URL. The system parses NAICS codes, set-aside designations, deadlines, and scope requirements, then matches them against the firm's license profile and past performance database.

The Setup:

Each RFP is processed against a capability template Meridian configured for their firm ,including which NAICS codes they hold, active certifications, staff capacity thresholds, and past performance project types. High-fit solicitations are automatically routed to the proposal pipeline. Low-fit RFPs are archived with a plain-language reason: wrong set-aside, mismatched scope, insufficient past performance in the relevant area.

The Result:

Decision time dropped from two to three days to under ten minutes. Meridian's BD team evaluated three times more solicitations per month ,without adding headcount. Every go/no-go decision was documented with data, not instinct.

The Results

• Decision time under 10 minutes per RFP
• 3x more solicitations evaluated per month
• Zero gut-feel bids ,every decision backed by data
• High-fit RFPs routed automatically to proposal pipeline

"We stopped chasing the wrong work. Now we only spend proposal hours on bids we can actually win."

Meridian now screens every inbound solicitation through llmcontrols.ai before a single proposal hour is committed. Their BD team operates faster, evaluates more opportunities, and enters every proposal cycle knowing the odds are in their favor.

llmcontrols.ai gives AEC firms the infrastructure to evaluate every solicitation systematically ,no manual review, no gut calls, no wasted proposal hours.

• Screen every inbound solicitation against firm capabilities automatically
• Match NAICS codes, licenses, and past performance in seconds
• Output structured go/no-go scores with risk flags and rationale
• Route high-fit bids to pipeline, archive the rest with reason
• Train your BD team to evaluate more opportunities without more headcount

The firms winning more federal work aren't bidding more ,they're bidding smarter.