Working through tenders and procurement documents faster
An AI assistant working on your own procurement documents answers questions about deadlines, eligibility criteria and required evidence in seconds – citing the reference, so the statement stays verifiable. What matters is not speed alone, but where the documents sit while this happens: with KOSMO they do not leave your infrastructure.
What this is about
Procurement documents are long, nested and rarely structured the same way twice. Specification, eligibility criteria, award criteria, contract terms and annexes sit in separate files that cross-reference each other. Anyone who needs to settle a single question – by when must bidder questions be submitted, which proofs of eligibility are required, above which value does a different procedure apply – searches through files instead of working.
Time pressure adds to it: procurement procedures have hard deadlines, and a missed point often surfaces only when it can no longer be remedied. At the same time, these very documents contain details that do not belong outside – bidder data, internal estimates, notes on evaluation.
Which sources KOSMO connects to
KOSMO works on the material you already keep. Typically that is:
- Procurement documents of the running procedure – specification, conditions of participation, draft contract and annexes.
- Internal procurement manuals and service instructions that set out how your organisation proceeds.
- Completed procedures as comparison material – how a similar service was last put out to tender.
- Legal bases and decrees, as far as you keep them as documents.
How it works
- Connect the sources
The folder holding the procurement documents is connected as a source – from your file system, a knowledge cloud or a specialist system. Nobody has to copy anything.
- Set permissions
Through groups you define who may query the material. A running procedure then stays limited to the circle that already has access.
- Ask questions
Questions are asked in ordinary language, not as search terms. For every answer KOSMO names the document and the passage, so the statement can be checked in one click.
- Automate the recurring part
For tender portals, the crawling agent can check regularly and report when a matching notice appears – without anyone having to look manually every day.
An example
Which proofs of eligibility does the road resurfacing tender require, and by when must bidder questions be submitted?
From Conditions_RoadResurfacing.pdf, section 4.2: required are an extract from the central trade register, proof of business liability insurance of at least €3m, and three references for comparable works from the last five years. Under section 2.5, bidder questions must be submitted through the procurement portal no later than ten calendar days before the deadline for offers.
Illustrative example. What KOSMO answers depends solely on the documents you connect – nothing is invented, and every statement carries its reference.
What does not happen
The documents do not leave your infrastructure. KOSMO runs on-premise or in our German data centre; there is no transfer to a cloud provider, no third-country question and no CLOUD Act caveat. No model is trained on your content either – it serves to answer your question, nothing more. Who may see which source is controlled through group permissions; anyone who may not open a document will not see it quoted in an answer.
Where the limit lies: KOSMO replaces neither a procurement-law review nor a decision by the contracting authority. The assistant finds and evidences what is in your documents – whether a wording holds up legally, whether the right procedure was chosen or whether an offer must be excluded remains the professional responsibility of the responsible office. The reference is there for exactly that: every statement can be checked against the original document.
Frequently asked questions
Are procurement documents allowed into an AI system at all?
It depends where they go in the process. With a cloud service they leave the administration and are processed by an external, usually non-European provider – that is the critical point. KOSMO runs on-premise or in a German data centre; the documents stay where they already are.
How is it ensured that unauthorised staff cannot see a running procedure?
Through the same permissions that apply to the file storage. KOSMO only quotes from sources the person asking is cleared for – anyone who may not see a document will not see it in an answer either.
Can KOSMO evaluate an offer?
It can compile details from offers and set them against the documents, for example which required proofs are present. The evaluation itself is a decision of the contracting authority and remains one – not least because it has to be reasoned and documented.
Does KOSMO also find new tenders?
Yes, through the crawling agent. It checks stored portals at set intervals and reports matching notices. You set this up yourselves – which sources are watched is your decision.
See it on your own files
We will show you KOSMO on your own documents – without anything having to be uploaded that leaves your building.
