A design agency participating in public tenders faced a recurring problem. Each call for bids means dozens, sometimes hundreds, of pages to analyze. Complex technical documents, specific requirements, articulated evaluation criteria.
It takes days just to figure out whether it is worth participating. Then more weeks to prepare a compliant proposal. With small teams, this drastically limits the number of calls to participate in.
Boosha has developed “Bando Expert,” an AI assistant that analyzes call documents, quickly identifies critical issues and supports proposal writing. From weeks of work to days of focused preparation.
The initial situation
The agency received public bidding opportunities regularly. Each call for proposals represents a significant potential project. But participating requires considerable investment of time and resources.
The process before AI
A new notice arrives. The standard process was:
Step 1: Preliminary reading and analysis (3-5 days)
- Read the entire notice document (often 100-200 pages)
- Identify mandatory requirements
- Check the exclusion criteria
- Understand the evaluation criteria and scores
- Assess whether the agency has the required expertise
Step 2: Decision whether to participate (1 day)
- Comparison with internal capabilities
- Evaluation of the competitiveness of the proposal
- Cost-benefit analysis of participation
Step 3: Proposal preparation if you decide to participate (2-4 weeks)
- Structure the proposal according to the requirements
- Prepare technical documentation
- Coordinate any partners
- Multiple reviews for compliance
Total time: 4-6 weeks per call. With a team of 4-5 people, this means participating in a few selected calls per year. Many opportunities were being rejected out of hand due to lack of time.
The solution: Call for Expert
We have developed an assistant that automates analysis and supports preparation, dramatically reducing time.
How it works in practice
Step 1: Quick analysis of the notice (hours instead of days)
Upload the notice document to the assistant. System:
- Immediately identifies mandatory requirements and exclusion criteria
- Extracts critical deadlines (application submission, project start, reporting)
- Analyze the evaluation criteria and associated scores
- Highlights specific skills required
- Identifies the presence of special clauses or constraints
Real scenario: 180-page call for European funds on digital innovation.
The assistant in 15 minutes provides:
- “Mandatory requirement: at least 3 partners including one manufacturing SME”
- “Maximum fundable budget: €500,000”
- “Evaluation criteria: 40% technological innovation, 30% social impact, 30% economic sustainability”
- “Submission deadline: 45 days after publication.”
- “Critical clause: mandatory quarterly reporting”
Before: 3-4 days to extract this information by reading the whole document. After: 15-30 minutes to have complete summary to verify.
Step 2: Quick preliminary assessment
You can ask specific questions to the assistant:
“What are the criteria that give the most points?” “Do we have all the mandatory requirements?” “What exactly are they looking for in technological innovation?” “What documents are needed for the application?”
Prompt and accurate answers with citations of relevant sections of the notice.
This allows a quick decision on whether or not to participate. From days to hours.
Step 3: Support in proposal writing
If you decide to participate, the assistant supports the preparation:
- Generate proposal outline based on the requirements of the call for proposals
- Suggests content for specific sections
- Verifies that all mandatory requirements are covered
- Checks consistency between proposed budget and described activities
- Identifies gaps in the proposal with respect to evaluation criteria
Practical example: you are writing the “Technology Innovation” section.
Ask, “What aspects of technological innovation does this announcement evaluate?”
The assistant responds, “The announcement evaluates three aspects: 1) Degree of novelty of the solution compared to the state of the art (max 15 points), 2) Technical feasibility and technological maturity (max 10 points), 3) Scalability potential of the solution (max 15 points). Source: section 5.2, p. 47.”
You can then structure your section by covering exactly these three aspects with the right weight.
Concrete use cases
Scenario 1: Rapid screening of opportunities
The agency receives notifications of 5 new notices in a week. Previously it was impossible to analyze them all thoroughly.
With Bando Expert:
- Preliminary analysis of the 5 calls in half a day
- Rapid identification of 2 calls truly suited to the agency’s expertise
- Immediate focus on those 2 instead of wasting time on all 5
Result: participation in more calls without increasing the team.
Scenario 2: Early identification of problems
You have been preparing a proposal for two weeks. Three days before the deadline, you discover that a mandatory requirement is missing that you hadn’t noticed.
With the assistant, this does not happen. In the initial analysis, all mandatory requirements are clearly highlighted. No last-minute surprises.
Scenario 3: Coordination with partners
Call requiring partnerships with other organizations. Need specific information to be provided to potential partners.
Ask the assistant, “What requirements should the manufacturing SME partner have?”
Immediate response with accurate citations. You can contact qualified partners right away, without waiting until you have read the entire notice.
I risultati misurabili
Dramatically reduced analysis time
Before: 3-5 days to analyze a complex notice. After: 2-4 hours including verification of information extracted by the assistant.
Savings: about 4 days per notice.
More calls evaluated, more opportunities seized
Before: ability to thoroughly analyze 8-10 calls per year. After: ability to evaluate 25-30 calls per year, participate in 12-15.
Increased opportunity: +50% holdings.
Quality of proposals improved
The proposals are more comprehensive and compliant. The assistant never forgets to cover a requirement. Identifies gaps before submission.
Success rate: documented improvement because proposals are more aligned with evaluation criteria.
Team focused on strategic content
Designers focus on:
- Develop innovative technical solutions
- Building strategic partnerships
- Creating added value in the proposal
Instead of on:
- Read the notice repeatedly looking for information
- Manually verify compliance with requirements
- Prepare standard document structures
How the team interacts with the assistant
Use is immediate:
For initial analysis Upload PDF of the announcement. The assistant provides structured summary in minutes.
For specific questions during preparation “Does the call require similar prior experience? How many projects?” “What KPIs should we indicate in the proposal?” “Is there a budget limit for personnel costs?”
For completeness checks “Have I covered all mandatory requirements?” “Are there missing documents in the checklist?”
No special technical skills are needed. If you know how to use a PDF and ask questions, you know how to use Bando Expert.
Applicable to other contexts
This solution works for any business that has to:
- Analyze long and complex documents regularly
- Extracting specific requirements from articulated texts
- Prepare structured responses to formal documents
- Manage documentation with many clauses and conditions
Sectors benefiting: design firms, consultants for European funds, companies bidding for contracts, engineering companies, training institutions.
The principle is universal: automate the extraction of information from complex documents, freeing up time for strategic and creative work.
Want to understand how to accelerate participation in calls for proposals in your organization? Let’s talk about it in a 15-minute call.