How to analyze tender documentation with AI and check answers?
The AI summary helps select information to check before preparing an offer. See how to go from the answer to the source, read messages about missing data, and account for documents added later.
Your company can supply the necessary equipment. It remains to determine if it fits within the deadline, what the price includes, and what obligations it assumes. Answers may be found in the tender specifications (SWZ), the scope of work description, the draft agreement, and subsequent clarifications.
In openSales, you start with the AI summary. Then, you navigate to the area that interests you, check the detailed answer, and look at its source. After updating the documentation, the analysis is performed again.
The practical order is: summary → detailed question → answer source → checking later documents. It helps to reach the information needed to prepare an offer and evaluate it in the context of the order.
1. Start with the ready-made summary
AI analysis in openSales is automatically prepared for all procedures with attachments. After logging in, you can use summaries and answers on the procedure card. You do not have to run the analysis separately for every document review.
First, check what the order concerns, what the deadlines are, and what needs to be taken into account in the implementation. The summary helps select the matters that require closer reading before you spend time on pricing.
Let's look at the example of supplying a didactic set for automation and robotics to the CKZ in Jastrzębie-Zdrój. The AI summary points out several pieces of information important for the supplier. Each one leads to a specific question that is worth resolving based on the documentation.
| What does the example AI summary indicate | What is worth checking before preparing an offer |
|---|---|
| Delivery time: 30 days from the signing of the contract | Does the deadline start from this event and can you confirm the availability of the equipment. |
| Lump-sum remuneration, one gross price | Which elements of the order and costs must you include in the price. |
| Transport, unloading and carrying the goods inside are the supplier's responsibility | How you will organize the delivery and if you need additional services. |
| One-time delivery to the recipient's premises | What place, hours, and agreements the documentation indicates. |
This information comes from an example AI result and needs to be checked against the source documents. Even this initial review helps establish where to start: discussions with the equipment supplier, checking delivery conditions, or reading the draft contract.
2. Open the area that corresponds to your question
More complete analysis is organized by topic. In each area, you will find a summary as well as detailed questions and answers.
| Analysis area | What matter it helps you check |
|---|---|
| Description and scope of the order | What exactly needs to be supplied or performed and what is included in the scope of the order. |
| Conditions of participation in the procedure | What requirements for the supplier have been described in the documentation. |
| Delivery conditions and deadlines | When, where, and how the delivery should take place. |
| Documents required from the supplier | What forms, statements, and other documents need to be prepared and when they are required. |
| Bid security | Whether the documentation provides for bid security and what amounts, forms, and deadlines it specifies. |
| Performance security | What requirements apply to the security, including its amount and method of submission. |
| Contractual penalties and liability | What breaches, rates, bases for calculation, and limitations are indicated in the draft contract. |
If you are currently preparing a delivery quote, start with the scope, delivery conditions, and settlement. When compiling the offer, proceed to required documents and conditions of participation.
Review the other areas before deciding whether to bid. To understand the structure of the specification itself, see our guide to how to read the SWZ step by step.
3. Check the answer in the source, along with its context
When an answer includes a link labelled “Show source” , open the section of the documentation on which the analysis result is based. Also read the surrounding provisions if they are necessary to understand the condition.
This is particularly useful for deadlines, amounts, and penalties. In the equipment delivery example, AI indicates, among other things, a penalty of 0.5% of the gross amount for each day of delay and a penalty limit of 50%. These figures are a starting point for checking a specific contract provision.
Verify above all:
- What does the entry concern? Delivery, acceptance, removal of defects, or another action?
- What is the amount or deadline calculated from? Check the basis for calculation and the event that starts the period.
- What is the scope? Determine whether the provision refers to the entire contract or a specific part.
- Are there further conditions or references? Check the indicated paragraph, attachment, or definition.
In the same example, the detailed answer regarding the penalty limit refers to the amount specified in a specific contract paragraph for a given part. This detail is important for interpreting the answer and shows why it is worth going from the summary to the source.
The AI answer does not determine whether a given provision complies with the law or is beneficial for your company. Another topic to check may be assessment of draft contract provisions.
4. Stop at the message "No data"
"No data on requirements" and "The buyer has not specified the requirements" are not equivalent messages. The first message alone is not enough to conclude that a requirement does not exist.
If you read in the summary that the participation conditions have not been specified, and the detailed answers state that there is a lack of data, open the appropriate part of the tender specifications (SWZ) and subsequent clarifications. Determine what actually results from the documentation.
Do the same when an answer to a question important to your decision is missing, or when there is no link to its source. Check the documents directly. Do not treat ambiguous information as confirmation that you can omit an action or document.
5. Check the attachments and the order of their publication
After the first publication, clarifications, a changed price form, or another modification of the SWZ may appear. Therefore, when assessing AI answers, it is worth checking the document history.
In openSales, attachments are organized on a timeline in three groups:
- Original attachments: the first version of the documentation.
- Attachments added before the offer submission deadline: later files published before this date.
- Attachments added after the submission deadline: including documents regarding the further course and results of the procedure.
Dates and file names help locate documents added after your previous review. With files that have an available preview, you can view the content, and download the necessary attachments.
Let's look at another procedure. The first documents were published on March 26, the SWZ modification and changed price form were added on April 21, and another modification on April 29. The deadline for submitting bids was May 27.
If the supplier read the documentation at the beginning of April, before preparing the final estimate, they should return to the later files. The timeline helps locate them and see the order of publication.
You will determine the significance of a given change after reading the document. Check the full documentation and current announcements also in the original announcement or on the website of the contracting authority conducting the procedure, to which the card in openSales refers.
6. After updating, return to the analysis
After updating the documentation, including adding new attachments, the AI analysis is performed again. You can therefore return to the response while continuing to work on the same procedure.
First check the issues that affect your bid. If a modified price form has appeared, check the pricing scope. If explanations regarding delivery have been added, read them and re-verify the response in this area.
Compare the updated analysis with the new files on the timeline and their contents. This way, you can check whether the findings on which you base your preparations still match the documentation.
From summary to bid preparation
After reviewing the analysis, you should know what still needs to be done: confirm equipment availability, calculate transport, gather documents, clarify ambiguities, or read the draft agreement more carefully.
Before using a significant answer, check its source and later attachments. The AI analysis is for assistance; the basis for decisions remains the current procedure documentation.
Log in to openSales, open the procedure with attachments and start from the summary. Select one answer important for your bid and check it in the source.
Find a tender for your company. Decide whether to bid.
View current tenders
You can view the list of active procedures even without logging in. You create an account when you want to save your set, follow cases, and read document analysis.
