RomActiv
Client
AI TRANSFORMATION
RomActiv
Public Procurement
Industry
AI Document Processing
Services
Romania
Region
2025-present
Year
RomActiv is the co-opted technical expert on public tenders (SEAP/SICAP) for Romanian city halls, hospitals, and ministries. The bottleneck is always the evaluation. A single tender carries a specification document with 500 to 700 technical requirements, vendor proposals declaring compliance against each one, 20 to 40 manufacturer datasheet PDFs running into hundreds of megabytes, and three to five rounds of bidder clarifications.
Per bid, the expert used to spend days cross-referencing which page of which document answered which requirement. The bottleneck was never judgment. It was clerical work at a scale only a human was legally allowed to do, using tools never built for it.
A seven-step AI pipeline takes the tender documents in and produces an ANAP-compliant compliance annex out, surfacing only the decisions the expert needs to make. Seven specialised agents are coordinated by an orchestrator that isolates data per bidder, so two vendors on the same tender cannot see each other's work, and tracks every state transition so a crashed run resumes cleanly.
The centrepiece is datasheet validation that scales. Each PDF is extracted once into structured JSON, declared products are mapped to datasheet files, and declarations are validated in parallel batches against the JSON only, with no PDFs in the validation phase. The final ANAP annex is produced by a deterministic template engine with no AI, because a legal document cannot contain a hallucination.
The orchestrator runs seven agents, one annex.
70-80%
Processing time reduction
95%+
First-submission ANAP compliance
50+
Concurrent tenders per expert
$0.48
Cost per extraction run, from $0.77
Transcription errors eliminated, every figure traces back to its source document. A single expert now handles 50+ concurrent tender projects, focusing on judgment calls instead of clerical reconciliation.
