Case · Engineering and tenders · Electromechanical engineering and installation company
They bid on three tenders a month. Now they bid on nine, with the same people.
Three steps, one chain: the system crawls the portals every day, pulls deadlines, requirements and amounts from the tender document into a spreadsheet with a link to the paragraph, and drafts the proposal. The two people in the tenders team review and sign.
The context
Buenos Aires · 40 people · two people in the tenders team · public procurement portals, email, Google Drive and a spreadsheet.
Integrated withPublic procurement portals (COMPR.AR, BAC, provincial and municipal) · email · Google Drive · spreadsheet.
The capabilityTender document reading
01
What nobody knew
How many matching tenders a month were sitting on portals nobody was watching.
What was looked at, and what wasn't
Two familiar portals, once a week. The full tender document (six hours) got read only when the tender looked big; a small tender didn't justify two days of drafting a proposal, so it got skipped.
02
What showed up when we looked
In the first month of monitoring, the system crawled 14 portals (national, provincial, municipal, public utilities) and found 27 tenders matching the company's profile. Sixteen were on portals nobody watched: two neighboring provinces and four municipalities. Three were already past deadline when found, and would have been the best ones.
03
What decision changed
They started bidding on the small ones. With the tender document read in 40 minutes and the proposal draft built in 4 hours, the ARS 30 million tender stopped being a bad deal. Two tenders won in the quarter were on portals nobody used to watch. Hours per tender document: from 6 to under 1.
04
What we built
Three steps, one chain. The system crawls the portals every day and flags the ones that match. From the tender document it pulls deadlines, requirements, guarantees and amounts into a spreadsheet, with a link to the source paragraph to verify. And with the tender document read and past proposals on hand, it drafts the technical proposal with the sections that always repeat. The two people in the tenders team review, correct and sign. Nothing goes out without one of them having read it.
How it works
Comes in
Goes out
14 public procurement portals, every day
The tender document, in PDF
Past proposals, in Drive
The system
Detects, reads, drafts
Detects
Reads
Drafts
Every value with a link to the paragraph it came from.
The tenders spreadsheet
The technical proposal draft
Nothing goes out without one of the two tenders people having read it.
05
How it's measured from here on
Tenders detected, submitted and won per month. The tenders manager looks on Mondays.
