Use case
Tender Evaluation
Who runs it
Who this review is for
Procurement and evaluation teams who assess supplier bids against published requirements and award criteria, and have to show how each response was read.
Requirements
Requirements you can run
You write each requirement in your own words. These are examples of the kind a reviewer runs.
- “Show the bidder’s evidence of comparable contracts delivered in the last five years.”
- “Show the bidder’s ISO 27001 certificate or equivalent information-security accreditation.”
- “Show how the bidder will meet the four-hour response time.”
- “Show the bidder’s proposed account management structure and named roles.”
Documents it typically reads
- Bid responses
- Method statements
- Case studies and references
- Certificates
- Pricing schedules (XLSX)
- Clarification responses
How it runs
From upload to decision
Step 1
Upload each bid into its own workspace or programme
Keeping bids apart keeps every citation attributable to one bidder.
Step 2
Run the same requirements for every bidder
One programme per bidder, with the same criteria in the same words, so findings line up across bids.
Step 3
Run it
Each criterion gets the passage that answers it, with the file and page cited, or a plain statement that the bid does not address it.
Step 4
A named reviewer decides
Each finding is confirmed, rejected or marked for follow-up by a person. The decision is attributed and logged, and the run exports as DOCX, XLSX, CSV or JSON with every finding, its sources and the decision.
Key to findings
- …certificate valid until 2 March 2028…
- Evidence located
- A passage DataStruct could support against the requirement, shown with its file, page and section, or its sheet and rows.
- …annual review completed…
- Cited, not confirmed
- A source the answer relied on that DataStruct could not confirm as support. Listed first, so the reviewer opens it first.
- Related material
- Returned by the search and not used as evidence. Kept apart so it never reads as proof.
- [ no supporting passage ]
- No supporting evidence located
- Nothing in the set supports the requirement. The finding says so and names what is missing.
Only a named person can confirm, reject or mark a finding for follow-up. The decision is attributed and logged. Green is theirs alone: no system state is ever shown in green.
The boundary
What it does not do
- It does not score or rank bids. Evaluators score; DataStruct shows where each answer is.
- It sees only what a bidder submitted. It cannot verify references or claims outside the documents.
- It can miss a relevant passage, so evaluators should still read the bid.
Questions
Common questions
Can it compare bidders side by side?
Each bidder’s run exports as XLSX or CSV with the same requirements in the same order, so the exports can be laid side by side.
Is the evaluation decision recorded?
Each finding carries the evaluator’s decision (Confirm, Reject or Needs follow-up), attributed and logged. Scores are kept in your own scoring process.
Guides
Further reading
- Supplier questionnaires: checking answers against evidenceA supplier questionnaire records what a supplier says about itself. How to write questions that can be evidenced, map each answer to proof, spot the unsupported ones and follow up without restarting the review.
- How to review supplier compliance evidence: a checklistCollecting supplier documents is the easy part. This is how to check that each one supports the requirement it was collected for, and how to record a decision that stands up when a customer or an auditor asks.
More use cases
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