Project Description
Initial Engagement
How a bid consultant swapped from using CHAT GPT to using our platform to reduce 50% of bid writing time
Why Bid Bot?
A bid consultant was exploring Bid Bot to improve the speed and quality of bid writing and reviews. While they were using ChatGPT to help provide a second pair of eyes, automate drafts, the tool is not set-up specifically for bids, they wanted a system that allows them to move quickly across multiple questions, pull recommended content from previous bids, and securely manage growing bid data as their operations scale. AI-driven bid platforms help teams draft responses faster, check compliance and quality, and reuse knowledge efficiently.
The benefits they get using the platform:
Find – identifying relevant contract opportunities instantly across government portals with targeted alerts. They are saving hours by not manually searching portals while ensuring no relevant opportunities are missed.
Qualify – scoring and prioritising opportunities quickly using structured questions assessing capability and fit. They are focussing effort on high-probability bids and avoiding wasting time on poor fits.
Write – generating structured draft responses using AI and previously reviewed bid content. Allowing them to produce faster first drafts while maintaining consistency and leveraging proven responses.
Review – analysing responses against questions, specifications, personas and a default scoring criteria (can be customised by the user). They are instantly identifying compliance gaps quickly and improving quality before submission deadlines.
Store – they are maintaining a centralise library of past bids within a searchable knowledge library. They are retrieving proven content instantly and scaling bidding operations without losing knowledge.
Quality improvements
Quality and compliance checks
50% faster bid writing production
Free trial
50% faster bid response production
Step by Step Process
1. Initial enquiry and free trial
A bid consultant reached out to explore using Bid Bot to help improve the speed and quality of writing and reviewing tender responses. They activated a free trial and decided to use the platform on a live opportunity to test the workflow.
2. Automating the first draft
Using the Bid Factory, the consultant uploaded the tender questions and specification and generated the full first draft of responses in approximately 15 minutes, followed by an automated review of the bid.
3. Reviewing and improving responses
The automated review highlighted areas where the responses could be improved. The consultant used the review suggestions and content snippets to enhance the answers and ensure they aligned closely with the question and specification.
4. Adding tailored evidence
Additional evidence and delivery content were requested from the client. The consultant then incorporated this information and tailored the responses further to ensure they reflected the client’s capabilities and delivery approach.
5. Outcome and results
The full set of responses was completed in around 12 hours over 1½ days, compared with a similar bid previously completed manually that took 30 hours, with a couple of late nights and early mornings with a tight turnaround.
When the CHAT GPT bid was reviewed in the platform post submission, it scored 69%, with the buyer scoring it 67%, while the new submission scored 85% in Bid Bot, demonstrating stronger alignment, evidence and response quality.
The consultant has now moved onto using the platform for future bids.
