Agent-Based Tender Submission Platform

A public tender management startup in Europe needed to automate tender discovery, requirement extraction, and first‑draft generation to increase throughput and consistency across diverse procurement authorities. Tenders arrive as multi‑document bundles spanning PDFs, scans, annexes, and forms in multiple EU languages, making manual analysis slow and error‑prone.

We delivered an agent-based platform that discovers relevant tenders, extracts structured requirements from text and images, performs gap analysis against the submission company’s profile and prior bids, and generates citation-backed first drafts in the European language of choice, ready for expert review.

The startup faced four critical hurdles:

Fragmented, multilingual inputs: Requirements are spread across main RFPs, annexes, forms, and scanned images, with cross-references and dynamic tables across multiple EU languages that are difficult to parse consistently.

Manual, inconsistent workflows: Analysts rebuilt compliance matrices and narratives per bid, struggled to reuse prior submissions, and risked missing non-functional and regulatory asks buried in attachments.

Time pressure and portal variability: Submission timelines are tight and formats differ across portals and authorities, complicating packaging, validation, and version control.

Auditability and traceability: Teams required citation-backed outputs and full lineage to source passages for internal QA and authority queries.

We implemented an end-to-end agentic workflow tailored to public procurement:

Tender Discovery Agents: Monitor selected portals and feeds, normalize metadata, and flag opportunities that match the company profile and past performance.

Ingestion & Normalization: Parse PDFs and scanned images; segment documents into sections/annexes; de-duplicate and version; harmonize tables and forms; support multilingual content.

Entity & Requirement Extraction: Use Gemini (text+vision) with unstructured processing to structure technical specs, functional/non-functional requirements, SLAs, regulatory obligations, support/maintenance terms, commercial forms, and submission artifacts with confidence scoring and cross-document linking.

Drafting & Gap Analysis Agents: Generate compliance matrices, requirement-by-requirement responses, clarifications, risk flags, and checklists. Compare asks to the company profile and prior submissions to auto-fill reusable narratives and evidence. Drafts are generated in the European language of choice with locale-specific phrasing.

Guardrails & Review: Apply BoundaryML policies for prompt governance and safety; orchestrate deterministic flows with LangGraph; attach citations to every generated claim for auditability and rapid reviewer validation.

Delivery & Packaging: Export drafts to HTML/PDF with authority-specific templates; package attachments; provide reviewer UI with inline citations, acceptance tracking, and change history.

Data Layer: Store structured requirements, entities, and audit logs in PostgreSQL; manage documents, chunks, and annotations in MongoDB for rapid retrieval and iteration.

Processing time per tender dropped by 85%, moving from multi-hour manual reviews to under an hour for a reviewer-ready first draft with full citations.

Requirement extraction achieved 92% accuracy on the evaluation set across technical, non-functional, and regulatory categories, materially reducing missed asks and rework.

Throughput scaled to 50+ bids per month with consistent compliance matrices, reusable narratives, and automated packaging for target portals.

Drafting time decreased by 40% through profile-driven auto-fill, template reuse, and guided reviewer workflows. Multilingual generation ensured outputs matched the European language specified by the authority without additional translation passes.

Key success factors included:

Domain Taxonomy & Templates: A clear requirement schema and authority-specific templates ensured consistent extraction and drafting.

Human-in-the-Loop by Design: Reviewer UI with citations, accept/reject controls, and change history built trust and accelerated adoption.

Guardrails & Determinism: BoundaryML and LangGraph orchestration delivered predictable, auditable agent behavior.

Knowledge Reuse: Systematic retrieval of company profile, credentials, and prior submissions increased drafting speed and consistency.

Extensible Architecture: Modular extractors and prompts enable rapid onboarding of new authorities, languages, and document formats without core rewrites.