Every RFP asks for it, one way or another: relevant experience, representative projects, a project experience matrix, SF330 Section F. And most firms answer it the same way every time — someone opens two or three old proposals, copies the closest project write-ups into the new document, swaps the client name, updates a square-footage figure they are not totally sure is current, and hopes nothing is stale. The project sheet that took an afternoon to build gets rebuilt, slightly differently, for the next submission. And the one after that.
Relevant experience typically carries 20 to 25 percent of the evaluation score — committees want proof you have done this before, for a client like them. But the raw material lives everywhere and nowhere. A single project's details are scattered across the original proposal, a principal's CV, a reference letter, and the marketing coordinator's layout file. There is no single source of truth, so every proposal reconstructs one from memory, and small errors creep in: an outdated cost, last year's completion date, the wrong gross floor area.
And the same project ends up described five different ways. The version you wrote for a school board emphasised community consultation. The version for a hospital emphasised phased construction around a live, occupied site. Both are accurate. Both are good. And both are buried in PDFs nobody can find when the next relevant RFP lands.
Here is the thing: you have already written excellent descriptions of every project your firm has delivered — many times over. The problem was never a shortage of content. It is that the content is not structured, not deduplicated, and not reusable. And the usual fix — a project database someone maintains by hand — just becomes another spreadsheet that goes stale by the second proposal. The better approach is a system that reads the proposals you have already submitted and assembles the portfolio for you.
It extracts your projects from your own proposals. Point ArchFP at a past submission and it pulls your firm's projects into structured profiles — client, building type, location, gross floor area, floors, cost, completion year, scope, services, certifications, awards, and the team members who worked on each one. It is deliberate about ownership: it captures the projects your firm delivered and skips subconsultant experience and reference projects that belong to other firms, so your portfolio is actually yours.
It merges duplicates instead of stacking them up. The same project shows up in a project sheet, a CV, and a reference list; ArchFP recognises it is one project and combines the details into a single record. Across documents it matches by name and, when the names do not line up — “St. Mary's Elementary” versus “St Mary Elementary School” — by meaning. When it merges, it only fills in blanks; it never overwrites something you have already refined.
It remembers every angle you have described a project from. This is the part that matters most. Each time a project appears in a new proposal, ArchFP keeps that version's description as its own variation, tagged with a one-line summary of what it emphasised. So a single project carries all of its angles at once — the community-engagement version, the phased-construction version, the sustainability version — and when the next RFP calls for one of them, you start from the right one instead of a blank page.
It keeps the details that actually score. Client testimonials tied to the project, owner contact information, delivery method, student or bed counts, sustainability features, awards — the specifics an evaluator rewards — are captured with the project instead of left behind in the source document.
Once the portfolio exists, the rest of ArchFP draws on it. Your AI-drafted responses, your Go/No-Go analysis, and the Ask ArchFP assistant all pull from the same project records, and you can shortlist the right projects straight onto a proposal. The portfolio is not a folder you visit; it is the memory the whole workspace works from.
Your project history is one of your firm's most valuable assets, and for most firms it is also the most disorganised. Every proposal you have ever submitted was a deposit into a portfolio you were never quite able to withdraw from. Firm Projects turns that back-catalogue into a structured, searchable, current record — so the section evaluators weigh most, and firms dread most, is ready before the next RFP is even posted.
If your project sheets get rebuilt from scratch every time and quietly drift out of date in between, book a 15-minute demo and we will build a portfolio from a few of your own past proposals — so you can see what has been hiding in them all along.