Using AI to analyse tender requirements and evaluation criteria

Government tender documents can be dense, complex, and — frankly — intimidating. A single Request for Tender package might include a specification, conditions of contract, evaluation criteria, returnable schedules, compliance requirements, and multiple appendices. Extracting the information you need to decide whether to bid, and then to write your response, traditionally takes hours of careful reading.

AI tools like ChatGPT and Claude can compress this process dramatically. Here's a practical tutorial with specific prompts you can use today.

Step 1: Get the big picture

Before diving into details, you need a high-level understanding of what the tender is about. Upload the tender documents and start with a summary prompt:

"Read this tender document and provide a 400-word summary covering: (1) What the buyer wants, (2) Estimated contract value and duration, (3) Key dates including closing date, (4) The evaluation criteria and their weightings, (5) Any unusual or noteworthy requirements."

This gives you a rapid assessment in under a minute. You'll immediately know whether the tender is worth pursuing before investing time in detailed analysis. This triage capability is particularly valuable when you're evaluating multiple opportunities in a week.

Step 2: Extract evaluation criteria in detail

The evaluation criteria determine who wins. Getting a precise, structured view of these criteria is critical for planning your response:

"Extract all evaluation criteria from this tender, including: (1) The criterion name, (2) Its weighting or percentage, (3) Any sub-criteria, (4) What the evaluators are looking for based on the description. Present this as a structured table."

The output gives you a blueprint for your response. Each criterion becomes a section of your bid, and the weightings tell you how much effort to allocate. For a deeper understanding of how evaluation criteria work, see our comprehensive guide.

Step 3: Generate a compliance checklist

Non-compliance is one of the most common reasons for bid rejection. AI can systematically identify every mandatory requirement:

"Review this tender document and list every mandatory compliance requirement, including: (1) Required documents to submit (e.g., insurance certificates, financial statements), (2) Formatting requirements (page limits, font, structure), (3) Declarations or signed forms, (4) Certifications or registrations required, (5) Deadlines and submission instructions. Include the section reference for each requirement."

This checklist becomes your quality assurance tool. Pin it above your desk and check off each item as you complete your response. Missing even one mandatory requirement can disqualify your bid — see our article on common tender mistakes.

Step 4: Identify risks and unusual terms

Every tender carries risks. AI can flag terms that might affect your pricing or your decision to bid:

"Analyse the terms and conditions in this tender and identify: (1) Any unusual liability provisions (e.g., unlimited liability, consequential damages), (2) Onerous performance requirements or KPIs with financial penalties, (3) Unusual insurance requirements, (4) IP ownership clauses, (5) Termination provisions that favour the buyer, (6) Any other terms that might represent significant risk to the supplier."

This risk assessment doesn't replace legal review for major contracts, but it gives you an excellent first-pass view of the commercial terms. It might also surface issues worth raising in the tender clarification period.

Step 5: Develop questions for the buyer

Most government tenders include a clarification period where suppliers can ask questions. AI can help you identify the right questions:

"Based on this tender document, identify any ambiguities, unclear requirements, or missing information that I should ask the buyer to clarify. Frame each question professionally."

Good questions demonstrate engagement and diligence. They also protect you from misunderstanding requirements and pricing incorrectly.

Step 6: Plan your response strategy

Once you understand the tender thoroughly, AI can help you plan your response:

"Based on the evaluation criteria and requirements in this tender, outline a response strategy. For each criterion: (1) Suggest the type of evidence that would score highly, (2) Identify the key themes the evaluator is looking for, (3) Recommend the approximate word count or page allocation based on the weighting."

This strategy document becomes your response plan. Share it with your bid team to ensure everyone understands the approach and their section assignments.

Best practices for AI-assisted analysis

Upload complete documents. The more context the AI has, the better its analysis. Include all annexures, schedules, and appendices — not just the main specification.

Verify critical details. AI analysis is excellent for comprehension and extraction, but always verify key dates, values, and mandatory requirements against the original document. AI can occasionally misinterpret numbers or dates.

Iterate and refine. If the initial analysis misses something or you need more detail on a specific section, ask follow-up questions. The conversational nature of ChatGPT and Claude makes iterative analysis natural.

Combine with human expertise. AI excels at extraction and summarisation. Human expertise excels at strategic interpretation — understanding what matters most, how competitors might respond, and where your genuine differentiators lie.

For a broader guide to using AI across the entire tender lifecycle, see our articles on ChatGPT and Claude for government contracts and how to use AI to find and track government tenders. And for the fundamentals of winning government work, read our guide on how to win government tenders.