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AI agents for coordinating technical bid clarifications
Short answer
For technical clarifications, an AI agent gathers the answers of several specialists on the client's question, with links to the documentation, shows the bid coordinator whose part is missing and writes a question about the data needed for the answer. The specialists approve the content of the clarification. The agent costs from €3,000 net at Syntalith and, with 300 technical questions a month at 20 minutes each, pays back in 1.2 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per agent for one process, build paid once
- from €3,000
- from signing the contract to acceptance
- 6–16 weeks
- free prototype on your cases
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Tenders and AI: statistics 2026
1.2 mo.
payback of a €3,000 agent with 300 technical questions a month: €3,490 of work today, €1,060 with checking and the model. Scenario.
40%
According to a study published in Science (2023), ChatGPT cut the time 453 professionals spent on writing tasks by 40%.
Source: Noy and Zhang, Science (2023) ↗
71%
According to the European Commission (2025), SMEs win 71% of public contracts under the EU procurement rules.
Source: European Commission, evaluation of the EU public procurement directives (2025) ↗
90%
According to the European Commission (2026), 90% of companies that use AI say people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer on AI and algorithmic management (2026) ↗
14–56%
According to Anthropic (2025), controlled trials found smaller time savings, from 14% to 56%.
Source: Anthropic, Estimating AI productivity gains (2025) ↗
Figures checked: 22 October 2026
What we already know, and what to ask the client
In a B2B request for proposal, the client asks whether the device can exchange data with their system and how to prepare the site for the rollout. The engineer answered the part about the interface, with a link to the documentation. The rollout manager still needs the version of the client's system and the details of the connection on site. The bid coordinator knows only that „the technical people answered”.
The agent gathers the engineer's answer on the client's question and shows what data the rollout manager needs. Once the manager specifies it, the agent prepares a draft for the client: „To assess the data exchange and prepare the rollout, we need the version of the named system and the details of the planned connection on site”. An employee checks and sends it. When the client sends the data, it goes to the same question for both specialists. Receiving the system version does not confirm compatibility: the engineer judges that.
- Each specialist's part of the answer, with documentation
- Missing parts and the people they depend on
- Data needed from the client
- A version of the clarification ready for review
What it costs and when it pays back
- Today
- 300 technical questions × 20 min = 100 h (€3,490)
- With the system, a person checks the output in 30% of the time
- €1,047
- Model, 2 calls per case, Claude Sonnet 5.5
- €13
- Cost of one case
- €11.63 today, €3.53 with the system
- Saving
- €2,430 a month
Payback of €3,000
1.2 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 8,000 input and 800 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The count covers the work around a case: searching, reading, writing and passing things on. What remains is the time to check the output, 30% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a €0 test that takes 5 working days.
In a request for proposal, time also has a deadline. A clarification that arrives a day after the deadline for questions or bids has no value. That is why the trial also counts the days from the client's question to the team's complete answer, and the cases where the missing part only became known at the last minute.
A bid management tool may already join part of the work
Loopio lets you search answers in a library and earlier projects and assign questions to team members. For short requests, a shared list of questions with responsible people is enough. An agent makes sense when the coordinator collects answers from email and messenger, and one question needs several specialists and data from the client. Tender monitoring describes the earlier stage, choosing which procedures to assess.
Short requests, one specialist
a shared list of questions
no build
An answer library in a bid management tool
Loopio or a similar tool
licence
Questions that need several specialists and client data
an agent that gathers the team's answers
from €3,000
Where to start
The first scope covers technical clarifications in one bid team. On a finished request we check whether the view would have made it easier to put the answer together. We build this as part of AI agents. For the free process review, a description of one case from recent weeks and the tools it ran through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: tenders with AI
We run the same count for your bids in the free process review.
€1,047
a month for reviewing 600 tender notices by hand
Payback: 3.4 mo.
3 minutes to review a notice and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 6,000 + 800 tokens per notice with its assessment, at the ECB rate of 1.1205 USD per euro on 22 October 2026. Reading a notice in our system alone costs about €0.0002. The tender margin is a scenario: we assume that 1 in 5,000 notices spotted in time ends in a winning bid with a margin of €4,590. In the review we count it on your tenders.
See the full calculation →
