AI agent for civil servants
Public Procurement Clarification Agent
Consistent, clause-backed clarifications that never change tender terms by accident.
What it does
During tenders, suppliers ask many similar questions, and inconsistent answers create legal risk. This agent groups equivalent questions, then locates the tender clauses and earlier answers that apply. It drafts consistent replies, reusing approved answers when a question is equivalent. It compares each draft with the clauses and prior answers. When a draft would change eligibility, scope or terms, it stops and escalates to a specialist rather than answering. Approved answers are assembled into a controlled clarification version. The tender coordinator approves publication, and no supplier receives an individual reply. Edge case: two suppliers ask the same question in different words, so they get one shared answer.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Supplier questions received
- Group equivalent questions
- Locate relevant clauses and previous answers
- Draft consistent answers
- Is the draft consistent with clauses and prior answers?If not: revise, or escalate a term change to a specialist. Back to step 4.
- Assemble the clarification version
- Tender coordinator approves publicationThe agent waits here for your OK.
- Clarification pack ready for publication
How it decides
It reuses approved answers where questions are equivalent, compares drafts with clauses, and escalates anything that would alter terms.
- Reuse an approved answer when questions are equivalent.
- Escalate any change to eligibility, scope or terms.
- All suppliers receive the same published answers, never individual replies.
- Drafts that conflict with an earlier answer are revised before review.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Tender documents and prior clarification versions to search
- Topics that always go to a specialist (eligibility, pricing, liability)
- Publication schedule for clarification versions (default weekly)
- Who approves publication
- Answer style (short or with clause references)
What keeps you in control
It always asks you first
- Supplier replies
- Publication
- Changing terms
Hard limits
- No publication itself.
It stops when
- Done: all questions answered or escalated.
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
