Tender Returnables Compliance Agent
The Tender Returnables Compliance Agent checks a bid pack against every mandatory returnable in the tender: SBD forms, CSD report, SARS Tax Compliance Status PIN, B-BBEE certificate or sworn affidavit, CIDB grading, CIPC documents, pricing schedule and signatures. Bidders use it to close gaps before submission, and buyers use it to run consistent administrative responsiveness checks across every bid received.
Ideal forBid management teams
The difference
From 3-4 hours per bid pack to 20-30 minutes
Bid teams fix gaps before closing, and evaluation committees spend their time on substance instead of paging through forms.
Done by hand
3-4 hours per bid pack
With the Vanine agent
20-30 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.
Stop avoidable disqualifications
Good bids are regularly ruled non-responsive because a form is unsigned or a certificate has expired. The agent catches these technicalities while there is still time to fix them.
Consistent screening for buyers
SCM teams must apply the same responsiveness tests to every bidder. The agent runs an identical checklist on each bid, giving the committee a clear, auditable record.
Certificates checked, not assumed
B-BBEE certificates, affidavits and tax compliance status all have validity dates. The agent checks each against the closing date so nothing lapses unnoticed.
Capabilities
Never lose a bid to a missing form, signature or expired certificate again.
Built for bid managers and tender administrators at South African suppliers, and for SCM practitioners and bid evaluation committees in government departments, municipalities, SOEs and private procurement teams.
Returnables checklist extraction
Reads the tender and builds the full list of mandatory and scored returnables, including SBD 1, SBD 4 and SBD 6.1 and any tender-specific forms.
Form completeness and signatures
Checks every SBD form is completed, initialled and signed where required, and that the signatory's authority is supported by a resolution.
Certificate validity
Confirms the B-BBEE certificate or sworn affidavit is valid on the closing date and that the claimed level matches the preference points claimed on SBD 6.1.
Registration checks
Matches the CSD report, SARS TCS PIN, CIPC registration documents and CIDB grading and class of works to the bidder's details and the tender requirements.
Pricing schedule review
Checks the pricing schedule is complete, totals add up and VAT is treated correctly, and flags qualified or conditional pricing.
Responsiveness report
Produces a clear pass or query report per bid, listing each missing or non-compliant item with the tender clause it relates to.
How it works
From your systems to a result you sign off
Your bid manager decides what to correct before submission, and on the buyer side the bid evaluation committee makes every responsiveness decision.
Connect the places your bid packs already live.
Tender documents and bid packs from SharePoint, email or your sourcing platform, with CSD reports and CIPC data through your provider subscription. 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
- CIPC data via WinDeed/LexisNexis or SearchWorks
- SAP Ariba, Coupa and Oracle sourcing
- eTender Publication Portal
Runs on request in Teams or OpenAI Frontier, or on every bid received in a batch, using the models your organisation approves.
A returnables checklist and responsiveness report in Excel or Word, with each finding linked to the source document.
Step by step
- 01
A tender or a set of received bids is shared with the agent.
- 02
It extracts the returnables checklist from the tender documents.
- 03
It checks each bid pack for forms, signatures, certificates and registrations.
- 04
It produces a responsiveness report listing every gap or query.
- 05
Your bid manager or evaluation committee reviews the findings and decides on the outcome.
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.
"List every returnable in DPWI-0442"
- tender
- DPWI-0442
- closes
- 14 Aug 2026
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your bid packs 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 packs stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your bid packs. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR BID PACKS 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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