Administration

Procurement Record Agent

The record is written at the end. It is read once nobody remembers how the bids were evaluated.

Checks procurement records against the exhaustive statutory list of mandatory items.

Open agent

Public administration

Four processes that take up the most time today

German data centre

Agent

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Developed in Germany · Hosted in the EU

Developed in Germany · Hosted in the EU or on-premises

Delivered together with

Sovereign hosting in Germany, single-tenant from the first user.

Legal, tax and compliance expertise for legally sound deployment.

Advisory and implementation for the public sector, starting with the AI readiness assessment.

One missing paragraph in the record means three trips back to the file.

The procurement record is written at the end of the procedure and goes into the DMS without anyone looking at it again. Only the audit office spots that a mandatory item is missing, and then it has to be pieced back together from memory and secondary files.

1missing mandatory itemThe reasoning for the evaluation decision is missing from the record.

2reviewing bodiesThe procurement office and the audit office come across it independently.

6months laterBy the time of the audit, those involved have moved on to the next procedure.

8working days of reworkIt takes eight working days to document the missing paragraph and re-sign the record.

The audit office only finds the missing paragraph after six months, by which time it has turned into eight working days of rework. Caught before filing, the same gap costs one line in the checklist: up to 50% less review effort.

The reduction of up to 50% in review effort is the headline figure in this agent's profile. The number of mandatory items and the file reference in the example are chosen to illustrate the checklist.

Three steps through the process.

The agent goes through the record one mandatory item at a time; it says nothing about whether the evaluation decision was right.

Check the mandatory items

The agent reads the record from the DMS and goes through the prescribed minimum contents one by one. For each point, it cites the reference in the document.

Vergabevermerk_VOB-2026-233.pdf, 11 pages, 14 mandatory items checked

Name the gaps

The agent lists the points on which the record says nothing or refers to an annex missing from the procurement file. It names the missing document.

List of gaps with 3 open points and 1 missing annex

Generate a checklist

The agent produces the checklist in the format the review workflow accepts. Each open point gets a line and a pointer to the reference.

Pruefliste_VOB-2026-233.docx with 3 lines and page references

What the agent does not do.

It does not sign the record.

It presents a checklist. The procurement office completes and signs the record.

It does not assess whether the evaluation decision was correct.

It checks whether the reasoning is in the record. Whether it holds up on the merits is for the procurement office and the legal department to judge.

It has no access to the scoring matrix from the bid evaluation.

The matrix holds the points awarded for the concept criterion, but it sits in the case officer's inbox. Until it is filed in the procurement file, the agent lists this mandatory item as open.

Connected systems

Document management system
procurement file
procurement management system

Operations

Deployment modelEU cloud, private cloud or on-premises
Data processingGDPR-compliant, no model training on your data
Responsible teamsProcurement office, audit office

The questions that come up before the first meeting.

How quickly is the Procurement Record Agent ready to use?

A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.

Where is the data processed?

EU cloud, private cloud or on-premises. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.

Where does the figure “up to 50% less review effort” come from?

It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.

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