Tender Adjudication Report Agent
The Tender Adjudication Report Agent reads every tender received, checks the priced bills of quantities for arithmetical errors and tests rates for front-loading, unbalanced pricing and unusually low or high items. It records qualifications, missing returnables and compliance gaps, normalises prices onto a like-for-like basis and compares them with the pre-tender estimate. It then drafts the tender adjudication report and recommendation in your practice's format for the quantity surveyor and principal agent to finalise.
Ideal forQuantity surveyors
The difference
From 16-24 hours per tender package to 3-5 hours
Your quantity surveyor spends the evaluation period on clarification meetings and judgement calls instead of re-adding priced bills line by line.
Done by hand
16-24 hours per tender package
With the Vanine agent
3-5 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Arithmetic you can stand behind
Errors in extensions and totals are common in priced bills and can change the ranking. The agent checks every line and summary page, so corrections are documented before a recommendation is made.
Spot front-loading before it costs the client
Rates loaded into early items weaken the employer's position if the contractor fails. The agent compares rates across tenderers and against the estimate, so you can raise them at clarification.
A report that survives scrutiny
Public-sector awards are tested by bid committees, the Auditor-General and unsuccessful tenderers. A consistent, traceable report supports a fair and defensible recommendation.
Capabilities
Tender adjudication reports that are checked, normalised and defensible, in hours.
Built for principal agents, quantity surveyors and client-side project managers at South African consulting practices, developers and public-sector infrastructure departments who evaluate construction tenders.
Arithmetical checks
Re-checks extensions, page totals, collections and the final summary of every priced bill of quantities, and schedules each correction and its effect on the tender sum.
Rate analysis
Compares rates item by item across tenderers and against the pre-tender estimate, highlighting front-loaded preliminaries, unbalanced rates and rates that look too low to be sustainable.
Qualifications and returnables
Lists qualifications, alternatives and conditions in each tender and checks returnables such as the form of offer, CIDB grading, tax compliance status, B-BBEE evidence, COIDA letter of good standing and SBD forms where required.
Price normalisation
Adjusts tenders onto a comparable basis for errors, omissions, provisional sums and priced qualifications, so the ranking reflects like-for-like prices.
Preference and scoring support
For public-sector tenders, sets out functionality scores and the 80/20 or 90/10 preference point calculations under the PPPFA for the evaluation committee to confirm.
Report and recommendation drafting
Drafts the tender adjudication report with the tender summary, checks performed, clarifications required, comparison with the estimate and a draft recommendation in your template.
How it works
From your systems to a result you sign off
The quantity surveyor and principal agent review, adjust and sign the report. The award decision stays with the employer or its bid adjudication committee.
Connect the places your tender submissions already live.
Priced bills of quantities, tender returnables and the pre-tender estimate from Aconex, Procore, SharePoint, Excel or Candy and WinQS exports. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Candy, WinQS and BuildSmart
- Aconex and Procore tender packages
- Excel priced bills of quantities
Runs on request in Teams, Copilot Studio or OpenAI Frontier, or on your own AI platform, using the models your organisation approves.
A tender comparison and rate analysis in Excel, a schedule of clarifications and a draft tender adjudication report in Word, filed in the project's SharePoint site.
Step by step
- 01
Tenders close and the priced bills and returnables are shared with the agent.
- 02
It checks arithmetic, returnables and qualifications for each tenderer.
- 03
It analyses rates, normalises prices and compares them with the pre-tender estimate.
- 04
It drafts the tender adjudication report, clarification schedule and recommendation.
- 05
The quantity surveyor and principal agent review, clarify with tenderers and sign the report.
- 06
The employer or bid adjudication committee makes the award decision.
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.
"Check every extension and total"
- package
- Main building contract
- tenders
- 5 received
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your tender 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 tender submissions stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your tender submissions. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR TENDER 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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