Documents
Provide the documents
Review the new notice and drop the tender documents into the project folder - exactly as you do today. The agent finds everything on its own.
DOC.ai Solution - Tender Agent
Understand a tender
in 30 minutes.
The DOC.ai Tender Agent is the AI assistant for the bid side of public construction tenders in Germany - procedures governed by VOB/A (the German regime for awarding construction works), UVgO (the sub-threshold procurement ordinance) and the EU directives. The agent sifts the tender documents, lifts out suitability and award criteria as well as deadlines, scores your firm profile against the requirements, drafts the first text for methodology statements and form sheets, and verifies completeness before submission. You gain time for the professional decisions - the mechanical groundwork is done by the tool.
Why this agent
Document-heavy, deadline-driven, error-prone.
Public construction tenders are generally well described - but there are a lot of them: dozens of PDFs per procedure, packs of form sheets, suitability and award criteria scattered across several documents, binding periods, deadlines for participation and offer submission. Whoever handles several procedures in parallel spends a substantial share of the day on sifting, sorting, comparing and ticking off. The main work is structuring, not substance.
Recurring tasks tie up capacity.
Sift documents, extract requirements, assess suitability, fill in forms - the same routine in every procedure. The expertise about how tender documents are structured already exists in the bid team. The capacity problem is a structuring problem: anyone who has the requirements structured in front of them quickly can make a sound call on whether to participate - and what preparation that will take. This is exactly where the Tender Agent comes in.
It takes care of the schematic groundwork: all documents are inventoried and classified by type - specification of works, form sheet, contract, fee schedule, annex. Even pure scanned PDFs are reliably made readable. On this clean basis, the agent lifts out what matters: suitability and award criteria, required evidence, deadlines for participation, offer and binding period. The suitability check compares hard criteria (turnover, certificates, reference count) and soft criteria (service-portfolio fit, content-level reference similarity) against your firm profile. The result: a clear recommendation with a traffic-light indicator - you know early whether the effort is worth it.
Efficiency effect
First field experience in the bid team: the preparation phase per procedure becomes substantially shorter - several hours of classic sifting turn into a structured report in under 30 minutes. The professional call to bid - or not - is then made by the bid lead on a much better data basis.
Functions at a glance
Five tasks - the entire tender process.
The Tender Agent covers the bid process from first review to the completeness check before submission. Every function produces a concrete, reusable result - as a readable report or directly in your Excel tracker.
Sift documents
All documents of a procedure are inventoried and classified by type - specification of works, form sheet, contract, fee schedule, annex. Revisions and tender phases are detected, scanned PDFs reliably made readable.
Assess suitability
Suitability and award criteria, required evidence and all deadlines are lifted from the documents and matched against your firm profile. The result: a suitability recommendation with traffic-light - "bid", "bid with reservations" or "not recommended".
Draft text
Generates drafts for methodology, form-sheet pre-fill and fee notes - with your firm profile as context. The outputs are raw drafts: review, adapt, transfer. The professional accountability stays with the bid team.
Check completeness
Matches all required documents against the files actually present in the project and checks for formal defects. Before submission you see a clear readiness rate between 0 and 100 % - with a checklist of what is still missing.
Keep status in view
An overview of all live procurements with phase, deadlines, suitability and readiness. Warns about overdue or imminent deadlines and writes the result back into your existing Excel tracker.
Self-test and licence
One click reveals the licensee, validity and enabled functions. A built-in self-test checks configuration, AI connection and write permissions - useful at first install and in any support case.
Typical workflow
In six steps from the notice to the submission.
The Tender Agent does not replace professional judgement - it structures the path to it. The professional call, the final wording of the methodology and the fee calculation stay with the bid team. In between sits a lot of mechanical work - and that is what the tool takes off your plate.
Review
Trigger the review
At the press of a button the agent inventories all documents and classifies them by type. Scanned PDFs are also made readable. You receive a clean document index.
Suitability
Suitability and decision
Criteria, deadlines and the suitability recommendation are on the table. The bid lead decides on that basis - "bid", "bid with reservations" or "not recommended" - with a clearly better data basis than before.
Drafts
Draft the text
Methodology draft, form-sheet pre-fill and fee notes are generated on the basis of your firm profile. You have a working draft instead of a blank page.
Offer
Finalise the offer
Polish the methodology, fill in the form sheets, calculate the fee. The agent has done the legwork - the professional accountability stays with the bid team.
Submit
Completeness before submission
One last check before upload: the readiness rate and the checklist surface any remaining gaps before the deadline ticks down.
Firm profile as the foundation
The more complete the profile, the better the recommendation.
The firm profile is the basis for every AI assessment: suitability recommendation, methodology draft, reference selection. It bundles everything that defines your practice - from master data and financial figures, certificates, references and staff, through to service portfolio, methodology and unique selling points.
Maintaining the profile is value creation.
Whoever maintains the firm profile is not investing in the Tender Agent - they are investing in every future bid. With every reference recorded, every annual turnover updated, every certificate renewed, the quality of the suitability recommendation and the generated drafts goes up. A practical tip: always keep references with construction cost, type of service and contact person - those are precisely the entries that flow into suitability evidence and into the methodology draft.
The profile stays fully in your hands: stored locally, versionable, edited by several people in the bid team in parallel. Every change is traceable, every previous revision is preserved. And the cleaner the profile is today, the more precise the upcoming DOC.ai building blocks will be - for example, the planned reference matcher.
In the bid team
Local, secure, in the workflow you already have.
The Tender Agent runs on any current Windows workstation in the bid team. Your tender documents and your firm profile stay in your own environment. AI processing runs through an established connection that we set up with you - no additional hurdles for data protection or compliance.
Local operation
Documents and firm profile sit on your machines - in the hands of the bid team. No cloud mandate, no data migration.
Company licence
One licence per user, bound to the firm, with a clear validity period. Licence checks run offline - you are not dependent on an online server.
Fast onboarding
Setup and first procedure inside half a day. We come on site with one of your current tenders - or guide you remotely.
Team-ready
Workspace and firm profile can live on a team share. Several people work on different procedures in parallel.
Excel integration
Your existing Excel tracker is served cleanly - bidirectional. You keep the tool you know and gain the prep work on top.
Maintenance & support
Updates, model tuning and adjustments to new procurement requirements come from us - hotline in Braunschweig included. More under IT & Digital.
FAQ
Frequently asked questions on the Tender Agent
The questions that come up most often in first calls and in troubleshooting. If yours is not listed, talk to us - contact.
Does the Tender Agent replace our bid team?
No. The agent takes over the mechanical groundwork - sifting, structuring, suitability recommendation, draft text, completeness check. The professional decisions, the final methodology and the fee calculation remain with the bid team. You free up time for the work that genuinely needs your expertise.
How good is the suitability recommendation really?
It is as good as your firm profile. Hard criteria (turnover, certificates, reference count) are matched precisely. Soft criteria (service-portfolio fit, content-level reference similarity) are assessed with AI support. The traffic-light is a recommendation, not a verdict - it provides the decision basis, not the decision itself.
What happens to our tender documents?
The documents stay on your machines. The agent processes them locally and hands only the textual extracts required for the current analysis to the AI. We provide a GDPR classification and support your IT department with integration into the existing compliance setup.
What is the licence model?
One licence per user, bound to the firm, with a clear validity period and a set of enabled functions. Licence checks run offline - you are not tied to an online server. Licensee, validity and enabled functions can be inspected on your own machine at any time.
Do we get the reports in the format we know?
The reports are structured so they transfer cleanly into your in-house Word templates. Excel trackers are served directly. PDF export is on the roadmap - until then, your existing reporting tools convert the output without issue.
Can several people on the team work at the same time?
Yes. Workspace and firm profile can live on a team share. Every team member works against the same data set; parallel work on different procedures is no problem. Licences are issued per user.
Is there a web interface?
Today the Tender Agent runs as a desktop tool at the workstation - by design, because it is immediately useable and needs no extra server infrastructure. A web interface with dashboard, deadline calendar and visual traffic-light is on the roadmap.
Which extensions are planned?
On the roadmap: an automatic reference matcher (best-fit references for every tender), a deadline calendar with reminders and a web interface for a shared bid cockpit. We develop in close exchange with our users - if a feature is missing, we are happy to listen.
Try the Tender Agent without commitment.
We will demonstrate the Tender Agent live on one of your own current tenders - sifting, suitability recommendation and completeness check in 30 minutes. No sales pressure, every question on GDPR, licensing and integration on the table. Response within 1 business day.
+(49) 531 288 539 40
service@docby.net