When to Activate
Trigger when user asks for: "RFP response", "prepare RFP", "respond to RFP", "mandate proposal", "tender response", "client proposal", "draft proposal for [mandate]", "RFP for [strategy]"
Workflow
Step 1: Confirm Mandate Details
⚠️ MANDATORY STOPPING POINT: Do NOT proceed until user responds.
Before presenting options, query portfolio_analyzer for "List all available portfolio names" to get the current strategy list. Use the results to populate the strategy options.
Present the user with structured questions:
- Strategy: Options from the portfolio list above (filter to those relevant to the user's stated mandate type if possible)
- Regulatory framework: SFDR Article 8 / SFDR Article 9 / TCFD / UK Stewardship Code / FCA SDR / MiFID
- Client type: UK DB Pension Scheme / UK DC Pension Scheme / EU IORP / occupational pension / Public / local government scheme / Foundation / Insurance / Sovereign Wealth
- Sections to emphasise: ESG integration methodology / Active ownership / engagement / Climate metrics / Performance track record / Team and governance / Fees and operations
Once the user selects their options, proceed through all remaining steps without further interruption.
Step 2: Firm Capabilities and Track Record
Tool: portfolio_analyzer (SAM_PORTFOLIO_VIEW)
Query: "Latest performance summary for SAM [strategy] including returns, AUM, sector allocation, and top holdings"
Tool: portfolio_analyzer (SAM_PORTFOLIO_VIEW)
Query: "Total AUM across all portfolios" — use this for the Firm Overview section (total firm AUM)
Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'sales_templates')
Query: "RFP response template"
Extract:
- Total firm AUM (sum across all portfolios — do NOT mark as [TO COMPLETE])
- Strategy AUM and inception date
- Performance vs benchmark (QTD, YTD where available)
- Top holdings and sector positioning
- RFP template structure for formatting
Visualisation: Include a line chart showing strategy performance vs benchmark over time.
Step 3: Investment Process and Philosophy
Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'philosophy_docs')
Query: "Investment process methodology for [mandate type]"
For ESG mandates, additional query: Query: "ESG integration methodology and active ownership approach"
Extract:
- Investment process description (multi-stage)
- Philosophy and differentiation
- For ESG: integration framework, exclusion policy, engagement approach
- Team structure and decision-making governance
Step 4: Compliance and Risk Management
Tool: search_internal_docs (filter: DOCUMENT_TYPE = 'policy_docs')
Query: "Compliance framework and risk management policies"
Tool: search_regulations (SAM_REGULATORY_DOCS)
Query: "[Relevant regulation] disclosure requirements for [mandate type]"
(e.g., "SFDR Article 8 disclosure" for ESG, "UCITS risk limits" for regulated funds)
Extract:
- Regulatory registrations and compliance infrastructure
- Risk management framework and limits
- Relevant regulatory disclosures
- Conflict of interest management
Step 5: Synthesise Complete RFP Response
Combine all gathered content into a structured RFP document following the template from Step 2. Use the RFP_TEMPLATE.md structure as the framework.
Include [TO COMPLETE] markers for sections requiring manual input (e.g., specific fee proposal, named team biographies).
End with a "Sections Requiring Manual Review" checklist summarising what still needs human attention.
Multi-Section Handling
Make SEPARATE tool calls for each section. Never combine different content types in a single query.
Date Handling
ALWAYS request "latest" or "most recent" data. Never use specific future dates.
Mandate-Specific Adaptations
| Mandate Type | Philosophy Focus | Regulatory Focus | Additional Content |
|---|---|---|---|
| ESG / Sustainable | ESG integration, exclusions, engagement | SFDR Art. 8/9, TCFD, UK Stewardship | Carbon metrics, ESG ratings |
| Global Equity | Factor approach, stock selection | MiFID, UCITS | Style characteristics |
| Fixed Income | Credit analysis, duration management | Prudent person, IORP II | Yield metrics, credit quality |
| Multi-Asset | Asset allocation, risk budgeting | FCA COLL, AIFMD | Diversification stats |
Error Handling
- Strategy not found: "Portfolio not found. Available SAM strategies: [list from portfolio_analyzer]. Did you mean one of these?"
- Template not found: "RFP template not found in internal documents. I'll format using the standard institutional RFP structure from RFP_TEMPLATE.md."
- Regulation not found: "No specific regulatory content found for [framework]. I'll include a placeholder for regulatory disclosures that your compliance team can complete."
Output Format
- Produce as a written document in markdown with clear section headers
- NEVER produce slide-deck format
- Include
[TO COMPLETE]markers ONLY for information that cannot be retrieved from available tools (e.g., named team biographies, specific fee schedules). Never mark AUM, performance, or portfolio data as [TO COMPLETE] — always query it. - Include data tables where quantitative evidence supports claims
- Do NOT generate PDF unless the user explicitly requests it
Visualisation rules:
- Include a line chart showing strategy performance vs benchmark over time
- Include a pie chart for sector allocation — do NOT present sector allocation as a table
- Do NOT include full monthly return tables — show the chart and state "Full monthly performance series available on request"
Table rules:
- Do NOT repeat the strategy/portfolio name in every row of a table — state it once in the section header and omit from the table body
- Keep tables clean: only include columns that vary across rows
Cross-Skill References
- "What SFDR requirements apply?" ->
regulatory-lookupskill - "Adapt for board/prospect audience?" ->
audience-adaptive-narrativeskill - "Generate PDF?" ->
pdf-report-generationskill (only when explicitly requested)
Stopping Points
- Before Step 2: Confirm mandate details, strategy, and any specific requirements
- After Step 5 (draft complete): Present for review. Do NOT generate PDF unless explicitly requested.