Public tender management is often a race against the clock where disorganization comes at a high price. Discover how a service company has transformed its department by integrating tender management software based on artificial intelligence.

For many procurement managers, the day-to-day consists of diving through hundreds of emails and outdated spreadsheets. The regulatory complexity of the Law on Public Sector Contracts (LCSP) demands rigor, but the volume of information demands speed.

Mireia Sans, an administrative specialist in tenders at SBS Simón i Blanco, has transformed her department's operations by replacing manual processes with tender management software featuring operational artificial intelligence.

The problem: The inefficiency of the traditional method

Before implementing specialized technology, the tender process in many companies followed a risky pattern: email dependency.

As Mireia Sans explains, the old method consisted of receiving lists from the Public Sector Contracting Platform by email and trying to organize them mentally. "Emails got mixed up, tenders got mixed up... if you archived an email, you'd never see it again," she recounts.

This approach generates three critical problems:

Loss of opportunities: Profitable tenders buried in the inbox.
Lack of traceability: Ignorance of the actual status of the file.
Opportunity cost: Hours invested in searching for information instead of preparing the technical offer.

Watch the full story of Mireia Sans and how she transformed her operations in this video (2 min): https://www.youtube.com/watch?v=FR8MSw9ZdPA

Tender management software: AI as a co-worker

The adoption of Tendios at SBS Simón i Blanco represented a paradigm shift. The key was not just to digitize, but to integrate artificial intelligence as an operational resource. "Artificial intelligence is already by our side, it's just another co-worker and we can rely on it," states Mireia.

Below, we break down the specific functionalities of this tender management software that enabled the transformation:

1. Analysis of specifications in seconds (RAG Technology)

One of the biggest bottlenecks is reading the technical documentation. A specification document can have more than 200 pages. Determining the viability (GO/NO-GO) manually consumes hours.

Mireia highlights the use of the Tendios chatbot to interact with the tender: "Asking questions to the artificial intelligence and being able to unravel all the information in a faster and more efficient way."

Thanks to RAG (Retrieval-Augmented Generation) technology, the system does not "hallucinate"; it extracts exact information from the official document, aligning with the transparency requirements of the European Procurement Directives.

2. Visual organization with a Kanban system

Unlike static lists, modern tender management software must offer workflow. The Tendios Kanban board allows moving files through phases (under study, submitted, awarded).

For SBS, this is vital for deadline control. Visual cards show expiration alerts, eliminating the uncertainty of "not knowing if it was the second or third tender we were talking about."

3. Centralization and Collaboration

By working in a collaborative environment, the entire team accesses the "single source of truth." If a technician analyzes an opportunity, the commercial manager sees the updated status, avoiding duplications.

Results: More tenders, less bureaucracy

The implementation of this tender management software has allowed SBS Simón i Blanco to scale its response capacity. By drastically reducing the time spent on administrative tasks, the team focuses on designing winning strategies.

As Mireia concludes: "Being able to bid or not is actually much easier using these types of tools."

Frequently asked questions about tender management software (FAQ)

What is an AI tender management software?

It is a technological platform that centralizes the search, analysis, and submission of public offers. Unlike traditional search engines, it uses Artificial Intelligence to read specifications, summarize requirements, and predict success, saving up to 70% of administrative time.

How does AI help analyze the specifications of a tender?

Through natural language processing (NLP) algorithms and RAG technology, the AI extracts key data (solvency criteria, technical solvency, deadline) and allows you to "chat" with the document to resolve legal or technical doubts in seconds, without needing to read the initial 200 pages.

What problems does this type of software solve?

It eliminates the "noise" of irrelevant emails, prevents human errors in calculating deadlines, centralizes scattered documentation, and offers market intelligence (competitor prices) to stop bidding blindly.

Is it difficult to implement a Kanban system for tenders?

No. The Kanban system is intuitive and visual (column boards). Tools like Tendios allow dragging and dropping files, making it easy for any team member to see the status of an opportunity without needing complex technical training.

Does Tendios comply with data protection and security regulations?

Yes. In public procurement, security is critical. Tendios operates under strict security standards and GDPR compliance, ensuring that your company's strategic information and offers are protected.

Do you want to optimize your tender department like SBS?

Stop wasting time with manual processes. Try the tender management software already used by leading companies to detect and win opportunities.

How SBS has optimized its tender management with Al | Tendios