Client Background:
India’s largest commercial oil enterprise and the highest-ranked public sector undertaking (PSU) processes over 2,500 tenders annually and evaluates nearly 80,000 bids across categories. As a critical player in fulfilling the country’s energy needs, the client has long upheld a reputation for scale, transparency, and efficiency in its procurement operations. However, the growing volume and complexity of tenders called for a technological shift in how evaluations were conducted.
Business Objective:
The client aimed to transform its manual-intensive tender evaluation process into a streamlined, automated, and scalable system. Officers were burdened with downloading bidder documents from various procurement platforms such as GeM and NIC, extracting critical details manually, and preparing comparative statements for decision-making.
This manual approach led to:
- Significant time and resource investment
- Delays in procurement decisions
- Risk of human error and inconsistency in evaluation
The primary objectives were to:
- Automate parsing and evaluation of tender documents
- Reduce manual effort and operational delays
- Improve the accuracy and uniformity of comparative statements
Our Solution:
To address these challenges, we developed a comprehensive AI-powered Tender Evaluation Platform purpose-built for high-volume procurement environments.
Key capabilities of the platform include:
- Automated Document Parsing
Intelligent system to automatically extract bidder documents from multiple procurement portals—eliminating the need for manual downloads. - AI-Driven Data Extraction & Classification
Using advanced AI models, the system accurately parses eligibility parameters (PQRs), bid values, and other essential criteria—transforming unstructured data into structured insights. - Custom Prompt-Based Evaluation
Domain-specific prompts are deployed to conduct evaluations and apply rule-based filters tailored to organizational requirements. - Automated Comparative Statement Generation
Structured, officer-ready comparative statements are generated instantly, ensuring quick and consistent review. - Five-Step Evaluation Workflow
A clear, repeatable process that enhances transparency, ensures auditability, and drastically reduces human intervention.
Outcome:
The solution has delivered tangible results in the initial rollout phase and is designed to scale effortlessly:
- 80% Reduction in Manual Effort
Automating document parsing and statement generation has significantly freed up officer bandwidth. - Faster Tender Decisions
Evaluation timelines have been reduced, enabling quicker procurement cycles and improved operational responsiveness. - Improved Accuracy and Consistency
The AI-driven approach minimizes human errors, ensuring data integrity across evaluations. - Scalable Evaluation Infrastructure
Built to handle rising tender volumes without the need for additional human resources—paving the way for a future-ready, intelligent procurement function.
At Valiance, we specialize in delivering AI and GenAI solutions for public sector transformation, helping large enterprises modernize legacy workflows and unlock new levels of speed, precision, and scale. This case is a testament to our capability in building intelligent automation platforms tailored for complex procurement ecosystems.
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