AI/RAG developer needed for internal quoting tool

We're a small software services team and quoting is eating us alive. Every enquiry that comes in, one of us opens the folder of old proposals, finds two or three similar jobs, works out roughly how many hours the new one looks like, and writes it up. It takes half a day and the numbers are still inconsistent depending on who did it. We do maybe 5 or 6 of these a week. What I want is something that reads the requirement (usually a client email or a PDF spec) and gives whoever is quoting a starting draft: a rough breakdown of the work, hours per item, and a price range based on what we actually charged for similar projects before. Not a magic number, just a first draft that saves us the digging. It should show which past projects it pulled from so we can sanity check it. We have around 40 old proposals and SOWs, plus our rate card. The formatting is a mess, they were written by different people over a few years. Some have real logged hours attached, most don't. Nice to have at the end: export to Word or PDF so we can tidy it up and send it. On tech, I don't have strong opinions. Python or .NET is fine, whatever vector DB you like, OpenAI or Claude. I do care that it finds the right comparable projects. If it retrieves a mobile app quote when someone asks about a Rails API, the whole thing is useless to us. Tell me how you'd handle that part. I'd rather start small. First milestone: take 10 of our documents, get retrieval working, show me it finds the right ones. If that works we do the rest. If it doesn't, we've both found out cheaply. When you apply, tell me about a RAG project you actually finished and what went wrong with it. I'm more interested in that than in a polished pitch. Also give me a rough price and how you'd split it into milestones. Happy to answer questions before you send anything.