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AI agent for procurement specialists

RFQ Bid Comparison Agent

A fair, complete comparison of bids with a recommended award

DecisionsOperations
See how it worksGet access
RFQ Bid Comparison Agent: what goes in, what the agent does and what you get

What it does

After an RFQ, bids arrive in different units, terms and formats, and they get compared on price alone. This agent reads each bid and puts them on the same basis: unit price, freight, payment terms, lead time and exceptions to the spec. It checks that every bid answered every required item. If a bid is incomplete, it drafts a clarification request and waits for the answer before scoring. A low bid that leaves out tooling is adjusted so it does not look unfairly cheap. It then scores bids on total cost and the weighted criteria set for this buy. It checks the ranking holds if the top two criteria weights shift slightly. It drafts a recommendation. The buyer approves the award and every message to suppliers.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN RFQ closes 2 USES A TOOL Read bids and put them on the same basis 3 CHECKS THE RESULT Did each bid answer every required item? If not: draft clarification requests and wait foranswers. Back to step 2. 4 USES A TOOL Calculate total landed cost 5 DOES Score bids on weighted criteria 6 DOES Draft recommendation 7 YOU APPROVE Buyer approves award 8 RESULT Bid comparison and award
Read the steps as a list
  1. RFQ closes
  2. Read bids and put them on the same basis
  3. Did each bid answer every required item?If not: draft clarification requests and wait for answers. Back to step 2.
  4. Calculate total landed cost
  5. Score bids on weighted criteria
  6. Draft recommendation
  7. Buyer approves awardThe agent waits here for your OK.
  8. Bid comparison and award

How it decides

It scores total landed cost and weighted criteria only for bids that answered all required items.

  • Include tooling and freight in cost
  • Missing items block scoring
  • Weights set before bids are opened

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Scoring weights
  • Required items
  • Freight assumptions
  • Clarification deadline

What keeps you in control

It always asks you first

  • Awarding the contract
  • Sending clarifications

Hard limits

  • Never sends award notices

It stops when

  • Done: award approved
  • Stop: no compliant bids; rerun RFQ

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensFour bids came in for a molded housing. The completeness check failed because one bid left out tooling. The agent drafted a clarification, which the buyer sent. Tooling added 18,000 dollars, so that bid dropped from first to third. The second lowest bid became cheapest on total cost and scored 84 of 100. The buyer approved the award.

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