A 120-person IT services contractor in Tysons, Virginia was spending 40+ hours per proposal, with 3 senior staff tied up for weeks on each bid. Most of that time was spent on sections they had written before. After the Aizen Event, proposals that once took a week now take two days, with human experts spending their time on strategy and differentiation, not repetitive drafting.
Before the Aizen Event, the proposal process consumed significant time and senior staff capacity. The workflow was linear, with each step dependent on the previous one.
Total: 41 hours per proposal, 3 proposals per quarter max capacity
Each step was classified as Deterministic, Probabilistic, or Human Required, then matched with the optimal AI intervention strategy.
| Step | Classification | AI Recommendation | Time Saved | |
|---|---|---|---|---|
| 1 |
Opportunity identification
Manual search across multiple sources
|
Deterministic |
AI monitors SAM.gov and GovWin, auto-alerts for matches against NAICS codes and capability keywords, daily digest instead of manual search
Automated
|
5 hrs |
| 2 |
Capture planning
First draft from opportunity description
|
Probabilistic |
AI generates first-draft capture plan from opportunity description, agency history, and past wins. PM reviews and refines in 45 minutes vs. 8 hours
Augmented
|
7 hrs |
| 3 |
Technical approach draft
SME writing from requirements
|
Probabilistic |
AI drafts technical approach using past proposals as training data plus solicitation requirements. SME reviews, edits, and adds project-specific differentiation in 4 hours vs. 18
Augmented
|
14 hrs |
| 4 |
Past performance section
Library search and reformat
|
Deterministic |
Past performance library AI retrieves and reformats top 3-5 relevant past projects to match PWS alignment. Auto-formats to required template
Automated
|
5.5 hrs |
| 5 |
Price/cost narrative
Finance calculations and narrative
|
Deterministic |
AI pulls pricing model assumptions and generates narrative draft from template. Finance reviews numbers and approves in 30 minutes
Automated
|
3.5 hrs |
| 6 |
Final review and compliance
Manual page-by-page check
|
Deterministic |
AI runs systematic compliance check against all RFP requirements, flags missing sections, generates compliance matrix
Automated
|
2.5 hrs |
| 7 |
Submission package
Formatting and PDF prep
|
Deterministic |
Auto-formats final document, generates required forms, produces submission-ready PDF
Automated
|
1.5 hrs |
By automating repeatable tasks and augmenting expert writing with AI drafts, the organization tripled its proposal capacity without adding headcount, and maintained win rates at pre-implementation baseline levels.
The Aizen Event identifies which parts of your process can be automated, which should be augmented with AI, and which require human judgment. Let us map your workflows.
Book a free discovery call