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Mastering complex procurement procedures digitally
Preparing tenders takes time and ties up resources. Our goal was to simplify this process. Together with Reguvis, we created the VergabeCenter—a platform that shows how individual software development with targeted AI refinement offers real added value:
- Automation reduces routine tasks
- Intelligent workflows create clarity
- AI complements existing processes in a meaningful way
With the expert chatbot fragXpert, which we also developed in collaboration with Reguvis, contracting authorities also receive well-founded answers to their questions—embedded in a browser-based solution that is ready to use right away.
To come to this conclusion, we first had to understand the specific requirements and problems faced by contracting authorities.
The challenge: More efficient procurement procedures with full compliance
The preparation of tender documents is a complex process. Numerous documents must be reviewed, structured, and brought into line with public procurement requirements—from service specifications and contract terms to accompanying documents. Not only is precision important here, but also compliance with clear regulations.
Reguvis was looking for a solution that combined two things:
- Efficiency through digital workflows, customized checklists, and automated document analysis
- Compliance through verified content and well-founded answers directly in the work process
A challenge that called for a solution combining robust software with tailor-made AI refinement.
The solution: Digital platform with AI enhancement
To meet Reguvis' requirements, we developed the VergabeCenter– a platform that guides contracting authorities step by step through the entire process: from research and document creation to answering legal questions.
Central functions such as structured workflows, modular architecture, and browser-based access form the stable core. On this basis, we were able to deploy AI refinement in a targeted manner—where it brings real benefits.
AI refinement in practice: These features have been implemented
- 🤖 fragXpert: The intelligent chatbot automatically recognizes which tender or document page users are on and proactively offers appropriate support. Thanks to the integration of verified legal sources, questions can be answered directly in the workflow.
- ✍️ Summary of tenders: AI creates concise overviews of tenders—including key data and documents—and makes complex content easy to understand.
- ℹ️ Extract relevant tender information: Missing or unstructured key data is automatically recognized in the documents and made directly usable.
- 📋 Custom checklists: The AI generates specific questions from free-text descriptions, resulting in structured, usable checklists. These can be used in the app or exported as PDF files.
- ⚡ Service specifications at the touch of a button: Based on reference documents and specific questions, the AI creates an initial draft of the service specifications—the smart way to get started with your tender.
More than just a database: knowledge from 90,000 documents made available for use
With access to over 25,000 real procurement cases and more than 90,000 documents, the VergabeCenter not only provides guidance but also concrete ideas for your own tenders.
The combination of stable digital workflows and targeted AI refinement makes the solution unique: robust at its core, smarter in the details.
Cooperation: collaborative, agile, and practical
Die Entwicklung des VergabeCenters war geprägt von enger Abstimmung und einer partnerschaftlichen Arbeitsweise. Reguvis war dabei nicht nur Auftraggeber, sondern aktiver Sparring-Partner:
- Early involvement: Even in the concept phase, the goal was set to develop an AI-supported chatbot in addition to the platform. This plan was considered from the very beginning.
- Proactive collaboration: Reguvis actively participated in testing, including by adjusting prompts. This enabled functions to be optimized in a practical manner.
- Agile approach: New requirements were quickly incorporated and flexibly implemented thanks to modular architecture.
- Future-proof design: The system has been developed to remain easily expandable—an approach that enables sustainable further development.
Close collaboration resulted in the creation of a platform that not only impresses from a technical standpoint, but also delivers real added value in everyday use.
The result: efficiency meets compliance
The development of the VergabeCenter shows how complex requirements can be translated into usable digital workflows. For Reguvis and its users, this means tangible benefits in everyday life:
- For users: Noticeable time savings, clear structures, reliable orientation.
- For Reguvis: A platform that stands out in the market and creates real added value for contracting authorities.
- For us: A project that demonstrates how AI refinement delivers real benefits beyond the hype.
This makes the VergabeCenter a tangible example of how technological innovation and expertise can have a concrete impact.
Conclusion: What we learned
AI is particularly valuable when it is used to make robust systems smarter. Its added value comes when it is embedded in stable processes: with clear workflows, deterministic elements, and human control.
The VergabeCenter is a clear example of this—and the basis for using similar concepts in other data-intensive areas: from analyzing large volumes of documents to supporting everyday workflows.
