Procurement Policy Assistant Agent
The Procurement Policy Assistant Agent answers staff and supplier questions from your SCM policy, delegations of authority, B-BBEE procurement policy and procurement law, with every answer cited to the source clause. It keeps track of the Public Procurement Act 28 of 2024 and its regulations as they are finalised, so your people know what is changing and when.
Ideal forBuyers
The difference
From 30-60 minutes per query to 2-5 minutes
Your SCM specialists spend their time on complex procurements while routine questions are answered instantly and consistently.
Done by hand
30-60 minutes per query
With the Vanine agent
2-5 minutes
Time returned to your team
90%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer delays from uncertainty
Requisitions stall while people wait for SCM to answer routine questions. Staff get a clear, cited answer immediately and SCM handles the complex cases.
Consistent answers everywhere
Different officials often interpret the same policy differently. Every answer comes from the same approved sources, so practice is consistent across departments.
Ready for a changing regime
The Public Procurement Act will consolidate rules now spread across the PPPFA, PFMA and MFMA regulations. The agent tracks draft regulations and highlights what will change for your policy.
Capabilities
Clear, cited answers to every procurement question, in seconds.
Built for SCM practitioners, buyers, budget holders, bid committee members and suppliers dealing with South African public entities, municipalities, SOEs and large corporates.
Cited policy answers
Answers questions from your SCM policy, delegations and procedures, quoting and linking the exact clause relied on.
Delegation guidance
Tells staff who may approve a requisition, deviation or award at a given value and which committee must consider it.
Supplier help
Explains to suppliers how to register on the CSD, which SBD forms to complete and what B-BBEE evidence is required.
Law and treasury instruction library
Draws on the PPPFA, Preferential Procurement Regulations 2022, PFMA and MFMA SCM regulations and Treasury instructions alongside your own policy.
Public procurement act tracking
Monitors National Treasury publications on the Public Procurement Act and its regulations and summarises what each change means for your policy.
Escalation to SCM
Recognises questions that need an official ruling and routes them to the SCM unit with the context attached.
How it works
From your systems to a result you sign off
The SCM unit owns the source policies and makes official rulings, and any policy change is approved by the accounting officer or board.
Connect the places your policies already live.
Your SCM policy, delegations, B-BBEE policy and procedures from SharePoint, plus procurement legislation and Treasury instructions. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SharePoint policy libraries
- Supplier portal or website chat
- Sabinet and Government Gazette via your subscription
Available in Teams, Copilot Studio, OpenAI Frontier or a supplier-facing web chat, using the models your organisation approves.
Cited answers in the chat, with a log of questions and policy gaps reported to the SCM unit in Excel.
Step by step
- 01
A staff member or supplier asks a question in Teams or the web chat.
- 02
The agent searches your policy, delegations and procurement law.
- 03
It answers with citations to the exact clauses.
- 04
Questions that need a ruling are routed to the SCM unit.
- 05
SCM reviews the question log and updates policies where gaps appear.
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.
"What is the quote threshold for R45,000?"
- policy
- SCM Policy 2025
- delegations
- v2026.1
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your policies 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 policies stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your policies. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR POLICIES 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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