Bids assessed on merit, once compliance is settled
A public procurement office where every tender opened with days of administrative compliance checking before technical evaluation could begin.
Who they are.
A public procurement office. Every tender opens with an administrative compliance stage that must be applied identically to every bidder before technical merit can be considered at all.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Administrative compliance was checked by committee, document by document, consuming days before evaluation could start. A bidder excluded on a technicality challenged the exclusion, and the committee could not always show its reasoning.
What success looked like.
- Establish administrative compliance identically for every bidder
- Free the committee’s time for technical evaluation
- Make an exclusion defensible against challenge
What Ceertia does here.
A use case per tender type, declaring the administrative documents required and checking each one for presence and validity at the submission deadline. Exclusions cite the missing or expired document and the rule requiring it.
Every bid must include tax and social security clearances valid at the submission deadline.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
Roughly three days per tender moved from administrative checking to technical evaluation. Challenges to exclusions became answerable from the file itself.
- Administrative compliance was checked by committee, document by document.
- A bidder excluded on a technicality challenged the exclusion.
- Technical evaluation started late and ran under time pressure.
- Administrative compliance is established on receipt, identically for every bidder.
- Exclusions cite the missing or expired document and the rule requiring it.
- The committee’s time goes to technical merit.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A municipal planning department where the legal response period began on receipt, whether or not the application was complete.
Read the case → GovernmentBenefit decisions that survive an appealA social benefits agency whose refusals were regularly appealed, and whose case files could not always show what had been checked.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.