Bid Evaluation Agent
The Bid Evaluation Agent supports your bid evaluation committee by testing each bid for responsiveness, organising functionality evidence against the scoring criteria, and calculating price and 80/20 or 90/10 preference points under the PPPFA. It then drafts the evaluation report and recommendation for the committee to finalise and submit to the bid adjudication committee.
Ideal forBid evaluation committees
The difference
From 20-30 hours per tender to 5-7 hours
Tenders move from closing to adjudication faster, with a stronger audit trail behind every recommendation.
Done by hand
20-30 hours per tender
With the Vanine agent
5-7 hours
Time returned to your team
75%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Accurate points, every time
Manual preference point calculations across many bidders are prone to spreadsheet errors that can lead to challenges. The agent applies the formula consistently and shows its working.
A defensible record
Evaluation reports must explain why each bid passed, failed or scored as it did. The agent links every finding to the bid document and tender clause for audit and review.
Faster committee cycles
Evaluation committees are often senior staff with other duties. Pre-organised evidence and draft reports let them focus their meeting time on judgement calls.
Capabilities
Consistent, well-documented bid evaluations ready for the adjudication committee.
Built for bid evaluation committees, SCM practitioners and procurement managers in government departments, municipalities, SOEs and private organisations that run formal tender evaluations.
Responsiveness testing
Checks each bid against the mandatory requirements and returnables, and records the reason for any non-responsive finding.
Functionality evidence summaries
Summarises each bidder's evidence against every functionality criterion so committee members can score consistently.
Price and preference points
Calculates price points and 80/20 or 90/10 preference points for specific goals from SBD 6.1 claims and supporting evidence.
Restriction and status checks
Flags bidders to check against the register of tender defaulters and database of restricted suppliers, and confirms CSD and tax compliance status.
Arithmetic and pricing checks
Detects arithmetic errors, abnormally low or high prices and inconsistencies in pricing schedules for the committee's attention.
Evaluation report drafting
Drafts the evaluation report, score sheets and recommendation in your template for the bid adjudication committee.
How it works
From your systems to a result you sign off
Committee members score functionality and approve the report, and the bid adjudication committee and accounting officer or delegate make the award.
Connect the places your bid submissions already live.
The tender documents, received bids, CSD reports and committee score sheets from SharePoint or your sourcing platform. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Central Supplier Database (CSD) reports
- SAP Ariba, Coupa and Oracle sourcing
- SharePoint bid registers
Runs in Teams or OpenAI Frontier for the committee, using the models your organisation approves.
Scoring workbooks in Excel and a draft evaluation report and recommendation in Word.
Step by step
- 01
The tender closes and the bids are opened and recorded.
- 02
The agent tests responsiveness and summarises functionality evidence per criterion.
- 03
Committee members score functionality using the evidence summaries.
- 04
The agent calculates price and preference points and drafts the evaluation report.
- 05
The committee reviews, amends and approves the report for adjudication.
- 06
The bid adjudication committee considers the recommendation and decides the award.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Which bids are non-responsive?"
- tender
- SEC-19/2026
- system
- 80/20
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your bid submissions never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your bid submissions stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your bid submissions. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR BID SUBMISSIONS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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