The verdict in three sentences
For an engineering firm answering more than 50 tenders a year, generative AI fed with your past submissions, references and CVs halves the time needed to write a technical submission. A realistic investment is 18,000 to 40,000 EUR (about 15,500 to 34,500 GBP) for a custom tool, plus 50 to 300 EUR a month of AI usage, with payback in under a year. The non-negotiable condition is confidentiality: UK or EU hosting, no model training on your data, access rights per project.
Why a generic ChatGPT is not enough
A winning technical submission relies on your real references, methods, team and a precise answer to the tender's evaluation criteria. A consumer tool knows none of this and invents references, which can get your bid disqualified.
| Criterion | Consumer AI assistant | Custom tool with knowledge base |
|---|---|---|
| Knowledge of your references and CVs | None | 5 to 10 years of submissions indexed |
| Analysis of ITT and specifications | Manual copy-paste | Automatic extraction of criteria and weighting |
| Hallucination risk | High | Low, each paragraph cites its internal source |
| Confidentiality | Data sometimes reused depending on plan | UK/EU hosting, no training on your data |
| Output format | Plain text | Word template in your brand, pre-filled sections |
| Cost | 20 to 30 EUR per user per month | 18,000 to 40,000 EUR + 50 to 300 EUR/month |
The measured gain over a year of tenders
| Submission step | Manual time | With AI | AI role |
|---|---|---|---|
| Reading tender pack and scoring grid | 3 h | 1 h | Summary of ITT, specs, weighted criteria |
| Finding similar references | 4 h | 0 h 30 | Search by asset type in the knowledge base |
| Writing methodology | 8 h | 4 h | First draft from winning submissions |
| Team and tailored CVs | 3 h | 1 h | CV selection and tailoring |
| Programme and sustainability statement | 4 h | 2 h | Pre-filled template |
| Review and formatting | 2 h | 1 h 30 | Compliance check against the ITT |
| Total per submission | 24 h | ≈ 10 h | 2026 order of magnitude |
Over 80 tenders a year, that frees about 1,100 engineer hours. Two options: bid on more tenders with the same team, or spend the time saved on strategic bids.
The project in 10 to 12 weeks
| Phase | Duration | Content |
|---|---|---|
| Document audit | 2 weeks | Inventory of submissions, references, CVs, won/lost tagging |
| Knowledge base | 3 weeks | Indexing, chunking, metadata (client, asset type, value) |
| Writing tool | 4 weeks | Tender analysis, section-by-section drafting, Word template |
| Pilot on 3 live tenders | 2 weeks | Time and perceived quality measured |
| Rollout and training | 1 week | 40 engineers trained in 2 sessions |
Mini case study
Thomas, managing director of a civil engineering consultancy in London (40 engineers, 80 tenders a year), invests 30,000 EUR in a custom tool, with 200 EUR a month of AI cost and 150 EUR of maintenance. He saves 14 hours per submission, so 1,120 hours a year at a 60 EUR loaded rate: 67,200 EUR a year, or 5,600 EUR a month. Net monthly gain: 5,600 − 350 = 5,250 EUR. Payback: 30,000 ÷ 5,250 ≈ 5.7 months. If he uses the time freed to bid on 20 more tenders at a 20% win rate, he wins 4 extra contracts a year.
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FAQ
Does our project data leave the company?
The tool uses models hosted in the UK or EU, under a contract excluding any training on your data. For sensitive work (defence, critical infrastructure), a model hosted on your own server is possible for an extra 8,000 to 15,000 EUR.
Can the AI write a full submission on its own?
No, and it should not: it produces a sourced first draft that the engineer adapts. Public buyers quickly spot generic submissions, which lose points on a quality criterion often weighted at 40 to 60%.
How many documents do we need to start?
About thirty submissions, including at least 10 winners, is enough for a useful first result. Quality improves markedly beyond 100 indexed documents.
What does the AI really cost each month?
Between 50 and 300 EUR for 80 tenders a year, depending on the model and the length of tender packs. Analysing a 200-page pack costs a few euros.
Does it work with public procurement portals?
It imports tender packs downloaded from portals such as Find a Tender or Contracts Finder. Submission itself stays manual, with electronic signature.
Let's scope your project. Tell us your tender volume and the size of your document library: we price a tool between 18,000 and 40,000 EUR, delivered in 10 to 12 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
