If your offering depends on your best employee, you have a scaling problem.

How AI analyzes PDF tenders - using the example of a playground project

We assume a realistic situation:

A municipality publishes a PDF tender for the construction of a public playground (approx. 120 pages including specifications, award criteria, contract conditions).

Goal:

1. Analyze PDF
2. Structure requirements
3. Recognize risks
4. Evaluate go/no-go
5. Create a convincing offer

Tenders almost always come as PDFs. Unstructured. Long. Legalistic. Fragmented.

And this is exactly where the leverage lies.

Imagine a city invites tenders for a barrier-free, sustainable adventure playground with water elements.

Budget: € 850,000.

Award procedure: Public invitation to tender.

Evaluation: 60% price, 40% quality.

What can AI achieve in concrete terms?

1️⃣ Step 1: Structure the PDF tender

Objective:

Turn 120 pages into a structured analysis document.

What is to be extracted:

• Must criteria
• Target/evaluation criteria
• Deadlines
• Budget notes
• Contractual penalties
• Sustainability requirements
• Accessibility standards (e.g. DIN 18034)
• Evaluation matrix

🔹 Prompt for ChatGPT (document analysis)

You are an awarding and tendering expert in the municipal construction environment.

Analyze the uploaded PDF tender for the construction of a public playground.

Create:
1. a structured summary (max. 2 pages)
2. a table with:
- Must criteria
- Evaluation-relevant criteria
- Deadlines
- Contractual risks
3. a list of possible critical points or ambiguities
4. an assessment of the strategic requirements (e.g. sustainability, inclusion, citizen participation)

Answer structured with headings and tables.

🔹 Prompt for Google Gemini (document understanding with context focus)

Analyze this PDF document as a public construction tender.

Extract:
- All technical requirements for play equipment
- Safety requirements and DIN standards
- Sustainability and environmental requirements
- Evaluation logic of the tender selection

Create additionally:
- A risk analysis from the bidder's point of view
- A list of possible differentiation opportunities

2️⃣ Step 2: Go/no-go decision

This is where it gets strategic.

Exemplary analysis:

• High proportion of quality (40%)
• Focus on inclusion and sustainability
• Reference projects required (min. 3)

Now AI can evaluate:

🔹 Prompt for win probability analysis

Based on the following analysis of the playground tender:

[insert analysis]

Evaluate:
- Strategic fit with a medium-sized playground builder with a focus on sustainable wooden play equipment
- Intensity of competition (typical for public tenders)
- Differentiation opportunities
- Estimated probability of winning in %

Justify your assessment.

3️⃣ Step 3: Develop a bid strategy

Now it's not about text production. It's about positioning.

AI can help to develop a strategic story:

• Sustainability as added value
• Inclusive play equipment as a contribution to society
• Ease of maintenance as a long-term cost saving

🔹 Straight to the offering strategy

Develop a bid strategy for a provider of sustainable playground solutions.

Framework conditions:
- Evaluation: 60 % price, 40 % quality
- Focus on accessibility
- Budget framework € 850,000
- Public client (city)

Create:
1. core message
2. differentiation strategy
3. line of argument for quality part
4. price argumentation strategy

4️⃣ Step 4: Generate offer

Now AI can text - but on the basis of a clear strategy.

🔹 Prompt for ChatGPT - complete offer

Create a professional offer for the construction of an accessible, sustainable playground according to the following tender analysis:

[Insert structured analysis]

The offer should include:
- Cover letter to the city
- Executive summary
- Technical concept
- Sustainability concept
- Accessibility concept
- Project plan
- Quality assurance concept
- Maintenance concept
- Reference presentation

Write convincingly, factually and tailored to public clients.

🔹 Prompt for Gemini - more technically oriented

Create a detailed technical bid description for the construction of a public playground.

Take into account:
- DIN 18034
- Fall protection requirements
- Sustainable materials
- Ease of maintenance
- Safety testing in accordance with DIN EN 1176

Formulate standard-compliant and technically precise.

5️⃣ Step 5: Compliance check before submission

Many tenders fail due to formal errors.

AI can check:

• Have all mandatory criteria been answered?
• Has every item in the bill of quantities been addressed?
• Is the required evidence enclosed?

🔹 Prompt for compliance check

Compare the following tender version with the previously analyzed tender.

Check:
- Completeness of all mandatory criteria
- Consistency with evaluation requirements
- Missing evidence or attachments
- Formal risks

Create a checklist with a traffic light system (green/yellow/red).

6️⃣ The strategic change of perspective

Now it gets exciting. You can also use AI as a "critical procurement committee".

🔹 Prompt: Simulated awarding committee

You are a critical procurement committee of a city administration.

Evaluate the following offer strictly according to the criteria of the tender.

Identify:
- Weaknesses
- Unclear formulations
- Exaggerated promises
- Price-performance risks

Suggest concrete improvements.

7️⃣ The real lever

Most people use AI to write texts faster.

The real added value arises when AI:

• Makes decision logic visible
• Decodes evaluation patterns
• systematically identifies risks
• Builds repeatable quotation processes

Then a PDF no longer becomes a document.

It becomes a structured decision-making model.

And now I'll play a strategic question back to you:

Would you build this system as an

• internal efficiency tool for individual bids

or as a scalable "bid intelligence framework" that learns over time which bid patterns really win with municipalities?

Depending on the case, I would think of the architecture completely differently.

🚀 Next step

If you not only want to understand AI, but also use it in a structured way in your company, then:

👉 Find out more about our AI training course:
https://bloo.school

👉 Find out about our Smart Market Fit offers:
https://bloola.com/smf - The Smart Market Fit course
https://bloola.com/smf-system - The Smart Market Fit System for companies

👉 Or find out more about our consulting and automation solutions:
https://bloola.com