Tender Documentation Agent
The Tender Documentation Agent compiles construction tender documents: tender data, contract data for JBCC, NEC, GCC 2015 or FIDIC, the scope of works, specifications, the bill of quantities, pricing instructions and returnable schedules. Before issue, it cross-checks the whole pack so dates, clause references, quantities and requirements agree across every document.
Ideal forQuantity surveyors
The difference
From 4-6 days per tender pack to 1-1.5 days
Tenders go out sooner and cleaner, so the tender period is spent pricing the work rather than answering avoidable queries.
Done by hand
4-6 days per tender pack
With the Vanine agent
1-1.5 days
Time returned to your team
75%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer clarifications and addenda
Inconsistencies between the scope, specification and BoQ lead to tender queries, addenda and extended closing dates. Catching them before issue keeps procurement on programme.
Public-sector tenders done properly
For municipal and state tenders, the pack follows the CIDB Standard for Uniformity in Construction Procurement and lists the returnables tenderers must submit, reducing disqualifications on technicalities.
Bids you can compare
Clear pricing instructions and a complete BoQ mean tenders arrive in a consistent form, making adjudication faster and fairer.
Capabilities
Consistent construction tender packs, checked end to end before they go out.
Built for principal agents, client-side project managers, quantity surveyors and procurement teams at developers, corporates, municipalities and state-owned entities issuing construction tenders in South Africa.
Tender data and conditions
Drafts the tender data, conditions of tender and evaluation criteria, including the required CIDB grading and, for public tenders, the 80/20 or 90/10 preference point system under the PPPFA.
Contract data
Completes the contract data for the chosen JBCC, NEC3 or NEC4 ECC, GCC 2015 or FIDIC form, including penalties, retention, guarantees and key dates, from the client's instructions.
Scope of works and specifications
Assembles the scope of works and specifications from the design team's inputs and standard specifications such as SANS 1200, and flags gaps against the drawings.
BoQ and pricing instructions
Integrates the bill of quantities and pricing instructions, checking that preliminaries, provisional sums and prime cost amounts align with the contract form.
Returnable schedules
Lists every returnable tenderers must submit, such as SBD forms, CSD registration, SARS tax compliance status PIN, B-BBEE certificate or sworn affidavit, COIDA letter of good standing and health and safety documents.
Consistency check
Cross-checks the whole pack for conflicting dates, clause references, quantities, specifications and requirements, and produces an issue list before the tender goes out.
How it works
From your systems to a result you sign off
The principal agent and QS finalise the pack, and the client's procurement lead or bid specification committee approves it before the tender is issued.
Connect the places your tender documents already live.
Drawings, specifications, the BoQ from Candy, WinQS, BuildSmart or Excel, your standard tender templates and the client's procurement requirements from SharePoint or Aconex. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Aconex
- Procore
- Candy, WinQS and BuildSmart BoQs
- eTender Publication Portal-ready documents
Runs on request in Teams, Copilot Studio or OpenAI Frontier, or on your own AI platform, using the models your organisation approves.
A compiled tender pack in Word and PDF, returnable schedules and a consistency issue list, ready for upload to Aconex, Procore or the eTender Publication Portal.
Step by step
- 01
The design team issues drawings, specifications and the BoQ for tender.
- 02
The agent drafts the tender data, contract data, scope of works and returnables.
- 03
It assembles the full tender pack in your template.
- 04
It cross-checks every document and produces an issue list.
- 05
The principal agent, QS and the client's procurement team review and approve the pack.
- 06
The approved tender is issued and published.
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.
"Assemble the tender pack from our templates"
- contract
- JBCC PBA
- project
- Library refurbishment
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your tender documents 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 documents stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your tender documents. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR TENDER DOCUMENTS 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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