Automated tender screening: Our path to strategic competitive advantage

The main challenge for the tender management team at &amp was the manual screening of external tenders. The team spent days researching tenders and validating technical criteria that are mandatory for formal bidding. This administrative effort came at the expense of strategic focus and carried the risk of quality losses in the bidding process and overlooking critical requirements.

That's exactly why we developed our own rfpScreener. The main goal was to eliminate the challenges of manual screening on numerous external portals and ensure that, from day one, we focus exclusively on tenders whose requirements we actually meet.

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Engineering intelligence: automated checking of key technical parameters

Where key technical parameters once required laborious manual extraction for bid decisions, our rfpScreener now provides instant clarity. The agent analyzes the core of the contract, checks the feasibility of individual solutions, and examines complex conditions such as lot divisions or support requirements. At the same time, references and CV profiles are precisely matched with the required performance characteristics, while the evaluation scheme is presented transparently.

Based on this analysis, the &rfpScreener provides a structured basis for decision-making for the team. The system specifically flags those requirements that are potentially critical or cannot be met. This allows the tender management team to immediately see whether the required criteria are within the target range of 90–100% and to retain full control over the final decision.

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The decisive advantage: From reactive mode to strategic excellence 

The concrete output for &amp: If a tender is classified as relevant, the &rpfScreener automatically creates a ticket in Jira, which summarizes all the important information. This enables our team to start working on the strategic development of the bid immediately and eliminates the time-consuming initial manual “bid/no bid” decision. 

As a result, &rpfScreener is making a decisive difference to our daily business:

• Zero-blind-spot analysis: We identify technical requirements and hidden risks immediately during the first scan, instead of laboriously searching for them in hundreds of pages.
• No last-minute course corrections: By identifying conflicting clauses from day one and proactively clarifying them through bidder questions, we ensure the quality of our proposals and avoid costly correction loops later on.
• Ahead through speed: While competitors are still stuck in the review phase, we are already making informed decisions and gaining valuable time to develop compelling bids.

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Maximum security through on-premises hosting

To protect tender documents and internal company data, &rfpScreener relies on consistent on-premises hosting.

Thanks to integration into your own infrastructure, no knowledge leaves the company and all processes comply with internal IT security guidelines.

Many companies face the same challenge: they need the efficiency of AI to cope with the massive flood of documents, but handling confidential information requires a level of security that public AI tools cannot guarantee. The real problem is not the performance of the tools, but the lack of control over the storage location of the data and the associated security risk of external servers.

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Strategic added value: Cross-industry optimization potential

These challenges associated with manual document verification are not isolated cases. We see specific use cases where our solution creates immediate measurable benefits:

• Automotive & Tier 1: Maximum precision through automated extraction of key technical parameters reduces the time required for the review process by 80%. Bidding teams can focus from the outset on the qualitative development of profitable proposals instead of manual review and internal coordination with specialist departments.
• Business consulting companies: Rapid screening of extensive tender catalogs to focus resources on projects with the highest probability of success.
• Legal and financial services: Rapid due diligence and precise clause mining in contracts.
• Pharmaceuticals & IP management: Review of regulatory documents and ensuring freedom to operate.

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Increase efficiency & ensure competitiveness

We have created a solution that has radically increased our own efficiency, and we see that this technology can also provide optimal support to other companies. Using &rfpScreener creates measurable added value: screening time is reduced by up to 80%, enabling teams to handle 20-30% more tenders without additional human resources. At the same time, automated preparatory work speeds up bid preparation by 30-40%, while quality and precision are significantly improved by eliminating manual sources of error.

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Test &rfpScreener now

In an increasingly competitive market environment, manual screening is no longer appropriate. Companies lose valuable time to the competition. Without automated support, not only does the profit margin decrease, but opportunity costs also increase due to inefficient use of resources.

Secure your competitive advantage and contact us today for a no-obligation insight into the live demo of the &rfpScreener.

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