Many RFPs include their own Word documents — appendices, forms, qualification matrices, or fee schedules — that you're required to fill in and submit alongside your main proposal. The Bidaya AI Word Add-in is built for exactly this. Open the RFP-supplied document in Word, sign in to the add-in, and have it answer questions field by field using your Knowledge Library and Project context.
When to Use This
Reach for the Word Add-in (rather than Deliverables) whenever the RFP package includes a document you need to return as-is. Common examples:
Appendix A / B / C templates with structured fields
Mandatory submission forms (e.g. proponent information, conflict declaration)
Qualification matrices and experience tables
Fee proposal templates with prescribed line items
Reference forms or pre-formatted CV/resume templates
Deliverables remains the right tool for the main written submission. The add-in is purpose-built for RFP-supplied templates that must keep their original formatting.
Step-by-Step
Install the add-in. If you haven't already, follow Installing the Add-in to add Bidaya AI to your Word ribbon.
Open the RFP's template in Word. Use the document the client provided directly — don't recreate it. The add-in will preserve their formatting, fonts, headers, and field structure.
Link the document to a Project. Open the Bidaya AI pane in Word and select the Project that corresponds to this RFP. This gives the add-in access to the bid documents, your Question Bank answers, and any context you've already gathered.
Fill fields one at a time, or in bulk. Click into a field or section, then ask the add-in to fill it. The add-in pulls from your Knowledge Library (firm profile, past projects, resumes, boilerplate) and the Project's bid documents to produce the response.
Review and refine. Every generated response is editable. Use the chat panel in the add-in to revise specific answers ("Make this more concise," "Cite the Calgary LRT project instead").
Save the file as your final submission. Save back to your normal proposal folder — the file is a standard .docx ready to attach to your bid response.
Tips for Best Results
Make sure your Knowledge Library is current. The add-in is only as accurate as the firm profile, project sheets, and resumes you've uploaded. If a form asks for "five recent comparable projects" and your project sheets aren't loaded, the add-in will say so rather than guess.
Link the right Project. The Project provides bid-specific context (requirements, evaluation criteria, addenda). Linking to the wrong Project gives generic answers.
For tables, fill row-by-row when fields are nuanced. Project experience matrices often need a tailored response per row. The add-in handles this well if you give it one row at a time.
Keep field names intact. If the template has labelled fields ("Project Name:", "Contract Value:"), don't rewrite the labels — the add-in uses them as cues.
Troubleshooting
If the add-in doesn't load, returns errors, or can't see your Project, see Troubleshooting the Word Add-in. Most issues are resolved by signing out and back in, or by confirming the right Project is selected in the pane.
FAQ
Should I use the add-in for the main proposal too?
For the main written submission, we recommend generating in Deliverables first and then exporting to Word — Deliverables is optimized for long-form, multi-section content with citations and templates. Use the add-in for the RFP-supplied forms and appendices that come with the package.
Can I use the add-in without linking a Project?
Yes — the add-in can answer based on Knowledge Library content alone. But for RFP-specific forms, linking the Project gives you significantly more accurate, RFP-aware answers.
Will my filled appendices show up in the main proposal export?
No — the add-in produces standalone Word files. Submit the main proposal (exported from Deliverables) and the filled appendices as separate attachments, the way the RFP asks for them.