Use Case | Evaluation of Public Tender Proposals

Use Case 1: Evaluation of Public Tender Proposals

Description:

In public tenders, it is essential to ensure that the proposals submitted by bidders comply with the requirements established in the tender documents. This use case allows for the automatic validation of proposals to confirm they include key elements, such as project scope, detailed timelines, and continuity plans.

How It Works:

1. Proposal Submission:

1. • Proposals submitted by bidders are uploaded to the system in PDF format.
   • Example: Proposals for road construction, supply of technological equipment, or service provision.

2. Rule Definition:

1. • Example rules in JSON:
     • Is the project scope clearly defined as requested?
     • Are detailed timelines with specific milestones included?
     • Are continuity plans described to ensure execution in case of interruptions?
     • Does the proposal include all required documents, such as guarantees or certifications?

3. System Analysis:

1. • The endpoint analyzes the content of each proposal, comparing it against the rules defined in the tender documents.

4. Report Generation:

1. • Details:
     • Proposals that fully meet the requirements.
     • Proposals with critical omissions or deficiencies.

Example:
The system identifies that one proposal lacks a detailed timeline, while another omits continuity plans required by the tender documents.

Benefit:
Facilitates the selection of the most comprehensive and aligned proposals, reducing evaluation time.

Use Case 2: Public Contract Auditing
Description:
Contracts signed with suppliers must comply with local laws and specific clauses defined by the public entity. This use case enables the automatic validation of contracts to ensure compliance, promoting transparency and reducing legal risks.

How It Works:

1. Contract Submission:

1. • Public contracts signed with suppliers are uploaded.
   • Example: Contracts for construction, material supply, or service provision.

2. Rule Definition:

1. • Example rules in JSON:
     • Does the contract include the clauses defined in the tender documents?
     • Are penalties for non-compliance specified?
     • Are the responsibilities of each party detailed?
     • Does the contract comply with applicable local regulations?

3. System Analysis:

1. • The endpoint verifies that the contracts adhere to the laws and defined requirements, highlighting any non-compliance or lack of clarity.

4. Report Generation:

1. • Details:
     • Present and correct clauses.
     • Missing or non-compliant elements.

Example:
The system detects that a contract does not include clear penalties for delivery delays, posing a risk to the public entity.

Benefit:
Ensures the legality and transparency of public contracting, preventing conflicts or future penalties.

Use Case 3: Compliance with Transparency Regulations
Description:
Transparency regulations require that tender processes and related documents be clear and free from omissions or conflicts. This use case validates documents automatically to ensure compliance, fostering accountability.

How It Works:

1. Document Submission:

1. • Documents related to the tender are uploaded, such as tender documents, meeting minutes, and contracts.

2. Rule Definition:

1. • Example rules in JSON:
     • Do the tender documents detail all tender requirements?
     • Do the contracts accurately reflect the agreed terms?
     • Are all required supporting documents mentioned?
     • Are principles of equal opportunity and non-discrimination guaranteed?

3. System Analysis:

1. • The endpoint reviews each document to identify omissions, conflicts, or areas not compliant with transparency regulations.

4. Report Generation:

1. • Details:
     • Fully compliant documents.
     • Documents with omissions or inconsistencies that could compromise transparency.

Example:
The system detects that an award decision document does not mention the criteria used to select the winner, potentially raising questions about the process’s transparency.

Benefit:
Helps public entities comply with transparency regulations, strengthening citizen trust in tender processes.

Common Benefits Across All Use Cases

1. Efficient Evaluation:

1. • Automates the review of proposals, contracts, and documents, significantly reducing the time required to ensure compliance.

2. Guaranteed Regulatory Compliance:

1. • Ensures that documents related to tenders and public contracts comply with local laws and transparency principles.

3. Risk Mitigation:

1. • Identifies omissions or non-compliance that could lead to legal disputes or damage the public entity’s credibility.

4. Accountability:

1. • Generates clear, detailed reports that can be used to demonstrate the legality and transparency of processes.

5. Scalability:

1. • Capable of handling large volumes of documents and processes, ideal for mass audits or complex tenders.

Example of Generated Report

Evaluation of Public Tender Proposals:

• Proposals Analyzed: 15.
• Fully Compliant: 10.
• Detected Deficiencies:
  • 3 proposals lack detailed timelines.
  • 2 proposals do not mention continuity plans.
• Recommendations:
  • Request bidders with deficiencies to provide the missing elements.
  • Prioritize proposals that fully meet the requirements.

Conclusion:
These use cases showcase how the endpoint can automate and optimize document validation in the public sector and tenders, ensuring that proposals, contracts, and processes meet legal and regulatory requirements. Its ability to generate detailed reports and detect omissions makes it an essential tool for guaranteeing transparency, efficiency, and legality in public resource management.