ChatGPT prompt for a procurement proposal

Draft a procurement proposal for [PURCHASE OR PROJECT] using the information below. Write for [DECISION MAKERS] and use only the facts, estimates, and policies I provide. Label assumptions and missing information rather than inventing prices, savings, supplier capabilities, or approvals.

Business need and scope: [BUSINESS NEED AND SCOPE]
Budget and commercial facts: [BUDGET AND COMMERCIAL DETAILS]
Requirements and constraints: [REQUIREMENTS AND CONSTRAINTS]
Stakeholders and dates: [STAKEHOLDERS AND TARGET DATES]

Produce a 1,000–1,400 word proposal with:
1. Executive recommendation: the purchase, sourcing route, spend ceiling, and decision requested.
2. Problem and scope: what is included, excluded, and the consequence of delay or doing nothing.
3. Requirements: separate mandatory requirements, scored preferences, service levels, security/privacy needs, integration needs, and acceptance criteria.
4. Sourcing and evaluation plan: identify whether to renew, run an RFI/RFP, obtain competitive quotes, or use an approved contract; give a weighted evaluation matrix totaling 100 points. Include total cost of ownership categories, not just unit price.
5. Commercial and risk view: assumptions, contract term, implementation costs, supplier concentration, data handling, continuity, and exit risks with mitigations.
6. Delivery plan: a dated table with activity, accountable owner, consulted parties, approval gate, and dependency from requirements sign-off through purchase order, onboarding, acceptance, and invoice approval.
7. Decision and next actions: state exactly who must approve what.

Make the proposal fair to suppliers: requirements must be relevant and measurable, and evaluation criteria must be disclosed consistently. Before answering, check that weights total 100 and that every timeline activity has an owner and dependency. Flag conflicts between budget, dates, requirements, and procurement policy. Ask up to 3 clarifying questions only if a required input is missing.

Build an RFP evaluation scorecard for [PURCHASE] from [REQUIREMENTS] and [SUPPLIER LIST]. Create a table of measurable criteria, evidence requested, scoring anchors from 1 to 5, criterion weights totaling 100, and the evaluator role. Separate pass/fail compliance checks from weighted scoring. Include total-cost and implementation-risk items. Flag criteria that are vague, duplicative, or likely to favor one supplier without business justification. Ask up to 3 questions only if needed.

Write a sole-source justification for [SUPPLIER AND PURCHASE] based on [BUSINESS RATIONALE], [MARKET REVIEW], and [COST FACTS]. State the requested approval, scope, contract value, term, alternatives considered, why they do not meet the requirement, price-reasonableness evidence, and risks of sole sourcing. Do not claim exclusivity without proof. End with approval owner and review date. Flag missing policy evidence. Ask up to 3 questions only if required inputs are missing.

Create a procurement-to-implementation handoff plan for [SELECTED SOLUTION] using [CONTRACT FACTS], [IMPLEMENTATION SCOPE], and [TEAM OWNERS]. Provide milestones from signature to acceptance, with accountable owner, acceptance evidence, dependency, risk, and escalation point for each. Include data migration, security actions, training, change control, invoice milestones, and contract-renewal date. Do not assume a feature or resource exists. Ask up to 3 questions only if needed.