The process · RFP to bid package
How an RFP becomes a submission-ready bid package
Five steps take a commercial landscape tender from upload to a complete, checked package for submission, with your team approving every critical gate. Rapid Extraction → AI Site Mapping → Estimator + AI control plane → Bid Package help.
Drop in the full tender package.
Add your RFP and everything that came with it: addenda, site plans, and bid forms. It all lands in one bid workspace. Your team reviews what was ingested before extraction moves forward.
Everything in one place
Hundreds of pages across multiple files live together instead of scattered folders.
You stay in control
Review what Quoterra read before extraction starts, so nothing gets missed or misread.
Your tender package
Drop the full package
RFP, addenda, plans, and forms together
AI reads hundreds of pages so your team doesn't have to.
Insurance, bonding, service scope, timelines, and required forms are pulled into structured requirements, organized for review and tied back to source pages (including Quoterra's 17-category model where applicable).
Never miss a requirement
Obligations buried on page 180 surface next to the ones on page 3.
Source beside the answer
Estimators confirm each extracted requirement against the original PDF context.
Ask the package anything
Search deadlines, addenda, or qualifications without rereading the packet.
Requirement extraction
Measure with AI, boundaries and objects your team approves.
Addresses from the RFP become mapped sites. Your team confirms geocodes and draws boundaries; then AI Site Mapping segments landscape assets (grass, trees, shrubs, and related objects) into measured quantities from visual evidence, not hand-tracing alone.
Sites found automatically
Extracted addresses geocoded into map placements ready for review.
Boundaries stay in your hands
Measurement only runs on areas your team has drawn and approved.
Quantities from visual evidence
Grass, trees, and shrubs labeled from satellite imagery with human gates.
Site measurement
Quantities flow into the estimate, with AI control plane assist.
Measured zones become editable line items connected to a shared activity catalog, with live totals and margin visible while pricing decisions are made. The AI control plane suggests and fills line-item detail from RFP context + mapped quantities. Your team locks the estimate when the numbers are ready.
No retyping into spreadsheets
Line items stay linked to the mapped zones and quantities that produced them.
Margin in view
Live totals and margin summaries before the bid is finalized.
Lock it when it's ready
Finalize the estimate milestone and carry the same context into Bid Package.
Estimate workspace
Help generate the final bid package for submission.
AI builds a submission inventory from the RFP. Fill and annotate forms in the browser, connect company documents, then export a verified package ready for portal upload. This is assistive packaging, not a claim of full e-sign, CRM, or crew-ops parity with landscape suites.
Know what must be included
Required forms detected from the RFP so nothing surfaces only at the deadline.
Forms filled without the retyping
AI-assisted form fill reuses extracted bid and company data.
Verified before it ships
Exported package checked against requirements and company documents first.
Submission package
bid-package.zip
5 documents, checked against the RFP
You approve the gates. AI does the heavy lifting.
| Gate | What you approve |
|---|---|
| After Upload | Parsed intake / package completeness |
| After Extract | Requirements worth carrying forward |
| After Map | Geocodes and service boundaries |
| After Measure | Object/quantity outputs before estimate |
| After Estimate | Locked numbers before package |
| Before export | Package contents vs RFP inventory |
Quoterra prepares the work and carries bid context forward. Your estimating desk keeps judgment.
Works with your current stack
Quoterra is the AI bid front-end for commercial landscapers. Keep Aspire, LMN, SingleOps, or your takeoff source of record when they're already in place; hand off from the package and estimate context. Don't rip the stack on day one.
Walk the loop on your next live RFP
Request a demo. We'll run Upload → Extract → Map & Measure → Estimate → Bid Package on a real commercial landscape package. Sales-guided beta, US & Canada.