Tender documents from the public procurement portal run to hundreds of pages that the estimator and the lawyer read over several days to decide whether to bid. AI breaks them down into a requirements list with a page reference and an item list to start the CostX estimate, while your people make the decision.
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A construction company that takes part in public tenders sets aside several working days for every notice just to read the documents: the tender conditions with qualification requirements, the technical specification, the draft contract with penalties and warranties, and the answers to bidders' questions that change the original conditions. Requirements are scattered across different documents, some are stated only in an appendix, and one missed point, such as a specific certificate or the form of a bank guarantee, means a rejected bid. At the same time the estimator tries to assemble quantities from the specification for the CostX estimate, the lawyer reads the same contract separately, and the decision whether to bid is made only a few days before the deadline.
The solution accepts the whole tender document package, downloaded from the public procurement portal to a SharePoint folder or our private platform, and breaks it down into a requirements list in your categories: qualification and experience, mandatory documents and their form, deadlines and milestones, guarantees and securities, penalties and liability, technical requirements for materials and works, and the bid submission procedure on the portal. Every requirement has a link to the document and page, and requirements changed by answers to questions are flagged with both versions. From the technical specification and the bills of quantities it also prepares a list of work items in Excel, which the estimator imports into CostX or Buildxact as the start of the estimate instead of typing it in by hand. The team gets a checklist in SharePoint with a "we comply / we do not comply / needs clarification" column that they fill in themselves. The decision to bid, the price and the risk assessment are made by your people. We process the documents in private AI in our GPU cloud in Lithuania (EU), so tender material does not leave the EU, and for more complex legal analysis, if we agree on it, we use Claude through Amazon Bedrock in an EU region. Every processed document and generated list is recorded in a log.
Four steps from input to a record in your system, with human approval wherever there is risk.
The team downloads the tender documents from the public procurement portal and puts them in a folder on SharePoint or in our private platform. The solution recognises the document types and how they relate: which is the main document, which are appendices, and which answers to questions change the original conditions.
Private AI in our GPU cloud in Lithuania (EU) reads the package and picks out each requirement with its category, wording, document and page. A list of work items in Excel, ready for import into CostX or Buildxact, is prepared from the specification and the bills of quantities. Contradictions between documents are flagged separately.
The requirements list is presented in a SharePoint table with columns for compliance, owner and comments, and the estimator gets the item list for the CostX estimate. Within an hour the team marks what you have, what is missing and what needs clarification through the portal, and decides whether to bid.
Scanned or messy documents are flagged with the places that could not be read, so the lawyer can review the original on the portal. We monitor which requirements the team added by hand and refine the categories so the next tender is broken down more accurately.
A separate environment in the MDP CLOUD GPU cloud in Lithuania (EU) that processes only your tender documents, with access through a VPN and two-factor authentication.
An agreed category structure that follows how your team evaluates tenders, a checklist template on SharePoint and an item list format for import into CostX or Buildxact.
Answers to bidders' questions and clarifications from the portal are linked to the original clauses, so you can see what has changed since publication.
A log of every processed package, support through the first tenders, and refinement of the categories and the item list based on corrections from the team and the estimators.
Private AI in the MDP CLOUD GPU cloud + tender document package from the procurement portal + item list for the CostX or Buildxact estimate + Claude through the API for more complex analysis. We choose the integration method with the estimating software after checking your version. Read more about this service and its limits on the service page.
No. It shows all the requirements and where they are written, while compliance, risk and price are assessed by your estimators, lawyer and management. The solution saves reading time and reduces the chance of missing a clause, but the bid strategy and the submission on the portal remain yours.
Your team downloads the documents from the portal, because the platform offers no direct integration for this kind of use, and the solution processes the downloaded package. We provide the item list for the estimate in an Excel format that CostX or Buildxact can import; if your version uses a different import format, we adapt it. We choose the integration method after a check at the start of implementation.
Tender documents often contain commercially sensitive information about the client and your intentions, and some contracting authorities restrict passing them to third parties. Private AI in our GPU cloud in Lithuania (EU) lets you state that the documents did not leave the EU. If your policy allows it, we can do part of the analysis with Claude through Amazon Bedrock in an EU region.
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