Adecco’s experienced bid team saved 50% of their time and streamlined the bidding process

Background: A small team with limited bidding resources

Stadion Architects don’t have the resources of a large company with a dedicated bid team. Still, public projects are important – Stadion Architects design public sector buildings such as community facilities and cultural buildings.

We spoke with architect Tania R. Haitto, who divides her workdays between designing, render monitoring, and writing bids. Before Stadion Architects started using Tendium, she needed to spend a lot of time meticulously reading through tender documents to find all the important parts.

Challenges

• Small team needing to make the most of their resources

• Room from improvement in the monitoring and bidding process

“We save an enormous amount of time. We get everything we need in one place, and quickly see if we meet the requirements and what our next step should be.” – Tania R. Haitto

The solution: Streamlining with smart tender monitoring and qualifying

Stadion Architects have greatly benefited from AI summaries of tender documents. Instead of reading through all the tender documents, they can now quickly get an understanding of the tender, to determine whether it’s relevant to proceed with or not.

In addition to the standard sections in tender summaries, such as contract terms and reference requirements, the team has tailored their summaries by including common sections in architectural tenders. This allows them to quickly find and read those sections.

Previously, much of internal bid meetings was spent going through administrative regulations in tender documents. Now they don’t need to spend time on that – going through the AI summary is enough. Moreover, it’s easier for colleagues who are not used to reading tender documents to understand the projects.

Solution

• AI summaries have decreased the time it takes to monitor and qualify new tender opportunities and identify good business opportunities

• The summaries have also streamlined decision meetings, making it easier for colleagues who are not used to tenders to get involved 

“We save at the very least an hour per tender, but usually 1-2 working days.” – Tania R. Haitto

Result: Now able to bid on more tenders with the same time investment

Through smarter monitoring and qualifying, Stadion Architects have managed to improve the efficiency of their bidding process – saving at least one hour, usually 1-2 working days, per tender they review.

This leads to the opportunity to participate in more tenders with the same time investment, Tania R. Haitto explains. Since bidding on tenders is time-consuming, they have to limit how many projects they pursue. 

Results

• Efficient monitoring that saves 1-2 working days per tender

• Are able to bid on more tenders with the same time investment

To architects and other suppliers to the public sector, Tania advises:

“Using Tendium greatly improves the efficiency of tender monitoring. Additionally, you get a much better big picture view through shared kanbans and other collaboration features.”