Use case: Automated Analysis of tender specification

Field

Oil & Gas

Type of company

Large Enterprise

The problem to be solved

The client faced excessively long lead times for generating bids in response to tenders, with timelines ranging from two to three months for each RFQ. The entire process of analyzing and reviewing tender documentation was managed manually. Technically, the documents were stored in shared folders, without an organized structure to facilitate access. The content was unstructured, further complicating the analysis process. Tender documents also showed high variability from one RFQ to another, making it difficult to standardize reading and interpretation activities. The predominant file format was PDF, often containing heterogeneous content such as descriptive text, tables, and images.

The solution

The implementation of KYD® enabled a faster and more efficient document analysis process. The system automatically extracts descriptive information from tender documents, classifies them, and allows consultation through filters, a search bar, and an AI agent. The extraction and subsequent structuring of technical information (components, requirements, technical parameters) from the tender documentation is performed through a semi-automated process that includes partial user interaction. The system was implemented over a four-month period through a shared and agile development process, which involved the client actively via bi-weekly meetings. Before the final release, a one-week testing phase on real documentation was carried out to validate the functionalities and ensure alignment with the technical team’s operational needs.

The measurable results

• Tender document mapping time reduced to machine processing time only
• From days to minutes to identify and allocate relevant documents
• Drastic reduction of bottlenecks in the initial analysis phase
• Overall acceleration of the bidding process