With the “ten­der­ing ser­vice”, the ex­per­i­enced team around tender ex­pert Helena Ger­hardt of­fers pub­lic au­thor­it­ies and bid­ders an out­sourcing of pro­cure­ment man­age­ment tasks for all phases of a tender. If ne­ces­sary, AI In­sti­tute can handle cer­tain tender pro­cess steps or com­plete tenders as part of an in­ter­im man­age­ment for its customers.

Carrying out of electronic tender processes

Easy out­sourcing
This ser­vice is aimed primar­ily at pub­lic au­thor­it­ies. Without hav­ing to com­mit to a cer­tain soft­ware pro­vider or hav­ing to com­mit to a sys­tem for sev­er­al years, cus­tom­ers have with us the op­por­tun­ity to per­form in­di­vidu­al tenders elec­tron­ic­ally. We look back on more than 15 years of ex­per­i­ence in elec­tron­ic pro­cure­ment in Germany.
There are dif­fer­ent levels of services
  • Pub­lic­a­tion of the no­tice (on na­tion­al plat­forms and at SIMAP),
  • Pub­lic­a­tion of tender documents
  • Car­ry­ing out of com­plete elec­tron­ic tenders in­clud­ing a cre­ation of a pro­cure­ment re­cords and cor­res­pond­ing documentation.
Through­out the pro­cure­ment pro­cess, leg­al cer­tainty, audit se­cur­ity, sub­scriber over­view, ap­prov­al of the tender doc­u­ments (in­flu­ence on the dis­patch of the doc­u­ments) and com­plete doc­u­ment­a­tion are guar­an­teed at all times.


Auto­mat­ing Ex­cel spreadsheets.
Mi­crosoft Ex­cel is the most com­mon spread­sheet pro­gram in Ger­man com­pan­ies. Also with­in pro­cure­ment de­parte­ments it is used on a reg­u­lar basis. To­geth­er with our part­ner prego ser­vices GmbH we ex­ten­ded the tender solu­tion ausschreiben24.com with the ad­di­tion­al func­tion „Bid assistant“. 
This al­lows users to use the Ex­cel spread­sheets that they are fa­mil­i­ar with to pro­cess pro­cure­ment com­pletely in one sys­tem elec­tron­ic­ally. The in­di­vidu­al data from the Ex­cel spread­sheets are auto­mat­ic­ally up­loaded to the ausschreiben24.com plat­form and read out for fur­ther processing.
There are three Ex­cel documents:
  1. The spe­cific­a­tion sheet for query­ing prices and oth­er scor­ing criteria
  2. The bid to fill the criteria
  3. The rat­ing score con­tains a sum­mary table with the giv­en cri­ter­ia for the procurer

Carrying out complete tender processes

Pro­tect­ing valu­able re­sources with max­im­um flexibility
In ad­di­tion, we can of course also take on pro­cure­ment tasks for pub­lic cli­ents who already have an elec­tron­ic pro­cure­ment solu­tion. This may be ne­ces­sary if hu­man re­sources are miss­ing or new re­quire­ments are defined for a short time. Em­ploy­ees of the cli­ent can not al­ways be fa­mil­i­ar with all areas of pro­cure­ment law, which is why out­sourcing of tasks has proven it­self — mis­takes can be avoided and costs reduced.
For ex­ample, full or par­tial pro­cessing of the fol­low­ing pro­ced­ures is possible:
  • Pre­par­a­tion of the tender
  • Cre­ation of the spe­cific­a­tion sheet
  • Defin­i­tion of the eval­u­ation criteria
  • Plan­ning of dates and deadlines
  • Cre­ation of the tender documents
  • Pub­lic­a­tion of the tender doc­u­ments on the TEN­DER­INGPLAT­FORM of the AI Institute
  • Pub­lic­a­tion of the tender doc­u­ments on SIMAP and Bund.de
  • Pub­lic­a­tion on oth­er na­tion­al platforms
  • Com­mu­nic­a­tion with the bidders
  • Ex­am­in­a­tion and eval­u­ation of bids
  • Pre­par­a­tion of the con­tract award
  • Cre­ation of the award notice
  • Cre­ation of a re­vi­sion-proof award record

The advantages are apparent!

When com­plex pro­cure­ment strategy pro­cesses are car­ried out by the AI ​​Institute’s ex­perts, cus­tom­ers save costs be­cause they do not need to in­vest in fixed solu­tions. Rather, the cli­ents re­main in­de­pend­ent and flex­ible and can fo­cus on the ele­ment­ary de­cisions with­in a pro­cure­ment process.


  • Audit­ing se­cur­ity when tender pro­cesses are car­ried out with the tender mod­ules of the AI Institute


  • Through cloud host­ing in­de­pend­ence from ex­ist­ing cus­tom­er infrastructure


  • Cost sav­ings, since no in­stall­a­tions or fa­cil­it­ies are necessary