Bid Document Assembly
Automatically gather, verify, and compile all required administrative, technical, and regulatory bid documents.
The site manager, the night before submission
The night before a bid deadline, the site manager works through the documents the tender rules demand: a tax compliance certificate no older than six months, an up-to-date company registration, professional indemnity cover for the relevant lot, CVs of the key people, references from comparable projects. Some sit in an inbox, others on the quality team’s server, others in a folder kept by a colleague who is on leave that week. Gathering what already exists usually takes longer than producing what is missing.
A check that looks done
A ticked checklist gives the impression that a submission is complete. It says nothing about whether a certificate is still valid, whether the indemnity cover attached actually applies to the lot in question, or whether the CV sent is the latest version of that person’s profile. An early matching tool impresses in a demo, run against three tidy, hand-picked files. Against the real archive, full of files named “scan1.pdf” and undated duplicates, it slows down fast.
Automatic assembly, and the decision to submit
We build systems that read the tender documents, extract the list of required items, and match them against the existing archive. The system flags what is missing, what has expired, what does not match the lot, then assembles a draft submission in the required structure, keeping a record of the source and date of each item. Accepting a borderline document, or substituting an equivalent certificate for the one requested, stays with a person, who reviews the file before it goes out.
A current archive, or a project that is too early
This kind of system assumes a document archive that is already organised: dated files, clearly identified, one version treated as authoritative, and someone responsible for keeping it current. Without that, the tool searches folders nobody vouches for, and reproduces the same doubt it was meant to remove. Where that archive does not yet exist, we advise building it first, and treating automatic assembly as the step that follows.