RFP assessment cut from weeks to days.
400+ proposals a year, fully defensible.
An air-gapped, locally hosted GenAI workflow reads every RFP, scores it against hundreds of pass/fail questions, and shows its reasoning so a human reviewer can check or override every call.
assessed a year
award time
questions per RFP
decision traceability
Client
A large procurement organisation supporting a digital technology and construction programme in Saudi Arabia, evaluating more than 400 RFP responses a year.
Goal
Use generative AI to help the procurement team analyse RFP responses at scale, improving assessment quality and reducing the rate of project failure.
Every RFP looked the same until someone read all 400 of them.
Bids arrived as PDF, DOCX or PPTX, mixed with embedded images, tables and diagrams that needed reliable extraction before anyone could even start scoring them. Saudi Arabia’s strict data protection and sovereignty rules ruled out public cloud LLM services, and no mature cloud-based model met the locality requirements anyway.
The procurement team also had to be able to justify, after the fact, why a given bid was awarded. That meant every reject or pass decision needed clear evidence behind it, not just a score.
Three constraints were non-negotiable:
- RFPs arrive as PDF, DOCX and PPTX, mixing text, tables and images
- Data sovereignty rules ruled out public cloud LLMs
- Every award decision had to be defensible after the fact
An air-gapped AI that reads every bid and shows its working.
The team deployed a generative AI application into an air-gapped environment running a locally hosted, open-weight LLM, with multiple pipelines built to extract information from text and images across the different file formats.
Every pass or fail comes with its reasoning attached, and a human is always one click from overriding it.
Generative AI was used to build an assessment framework of hundreds of binary questions, each marked pass or fail. Every RFP gets scored automatically against the full set. For every single question, the interface shows the reasoning behind the answer, and a human reviewer stays in the loop, able to check or override any result.
That combination lets the team eliminate low-performing RFPs quickly and put their attention where it counts: the most promising submissions.
Weeks of assessment, done in days, with a paper trail for every call.
The air-gapped, locally hosted GenAI solution turned a slow, hard-to-defend manual review into a fast, evidence-backed one. Assessment and award time dropped from several weeks to a few days, and every decision now carries full end-to-end traceability, giving the procurement team a defensible position on every award at a scale of 400+ proposals a year.
* Case studies reflect work undertaken by our Heads of AI either during their tenure with Head of AI or in prior roles before they were part of the Head of AI network; they are provided for illustrative purposes only and are based on conversations with our Heads of AI.
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*Case studies reflect work undertaken by our Heads of AI either during their tenure with Head of AI or in prior roles before they were part of the Head of AI network; they are provided for illustrative purposes only and are based on conversations with our Heads of AI.