BiddingBase
FAQ

Frequently Asked Questions

Written to be forwarded to a procurement or security team without editing. If something is missing, ask us and we will add it.

FEATURES

Questions by feature

General

What is BiddingBase?
BiddingBase tells you who in the public sector buys, what they buy and when. It collects publicly available material from tender notices, procurement decisions, meeting minutes, project decisions and investment decisions, recommends the opportunities that suit you, and helps you answer tenders from your own knowledge base.
Who is it for?
Companies that sell to the public sector or answer tenders and customer questionnaires regularly: IT and software suppliers, professional services, technical consultancies, and maintenance and support providers. The usual users are sales, the bid team and management.
How does this differ from ChatGPT or Copilot?
General AI tools hold no procurement data and know nothing about your company. BiddingBase combines public buying data, your company profile and your own knowledge base. AI output is always marked and needs a person to confirm it.

Find Tenders

Questions about where tenders come from, how recommendations are made, and how quickly new ones reach you.

Which countries and sources are covered?
Material is collected from the Nordics, the UK, the EU and NATO countries, and coverage keeps expanding. Missing data is shown as missing, and every record carries the date it refers to.
How does this differ from searching Hilma or TED?
Hilma and TED show published notices, searched by CPV code and keyword. BiddingBase also reads the decisions that come before a notice and recommends opportunities against your company profile, so buying intent shows up earlier and closer to your fit.
How do the recommendations work?
Recommendations come from the content of the notice and your company profile: what you have bid on before, what you have won and lost, where you operate and what you are strong at. The result is a list of opportunities that fit you, with the reasoning behind each one.
Can we still search by CPV code or keyword?
Yes. Traditional search sits alongside the recommendations.
How current is it?
A new decision or notice appears in BiddingBase on the day it is published or within hours of publication. Agents go through the material at the frequency you choose, weekly for example.

Market Signals

Questions about what buyers are planning before a tender notice is published.

What is a buying signal?
A public sign of a purchase before the tender notice: an investment decision in minutes, an allocation in a budget, or a decision to put an expiring contract out to tender. BiddingBase surfaces these so you can talk to the buyer before the requirements are written.
Where does the data come from?
Public sources: tender notices, procurement decisions, meeting minutes, budgets, and project and investment decisions. Collection is continuous and systematic.
What do buyer profiles show?
What an organisation buys, how it scores bids and which suppliers have won before, with the date on each record.
Can we see when a contract is up for renewal?
Yes. Active contracts and framework agreements are shown with expiry dates, so you can see which purchases are coming back up for tender. These are the buyer's own contracts with its current suppliers, not your contracts.

Tender Drafting

Roadmap

Questions about tender analysis, answer drafts, approvals and export.

What does the tender analysis show?
Eligibility requirements, award criteria and the scoring model, separated out, along with your strengths, the risks, and the open questions. It supports the decision to bid or to pass.
How are the drafts produced?
BiddingBase extracts the questions in the tender and drafts answers from your knowledge base. You review, edit and approve. An approved answer is stored for next time.
Does this work for private sector tenders and customer questionnaires?
Yes. The same knowledge base answers public and private tenders as well as customer questionnaires, security questionnaires for example.
How do you stop the AI inventing answers?
Drafts are written from your material. AI-generated text is marked visibly and needs a person to confirm it. Where the material does not cover something, the service says so instead of guessing.
How much of the bid work is automated?
The routine part: finding information, copying it and reshaping it. A single tender response typically takes more than 80 hours of expert work, and most of that is this kind of work. Judgement, pricing and the final response stay with you.
Does BiddingBase submit the bid?
No. The finished response and its parts export as DOCX, PDF or Excel, and you submit in the buyer's own channel. Responsibility for the content, its accuracy and the deadlines stays with you.

Company Knowledge Base

Roadmap

Questions about your material, the company profile, and the answers built from them.

How is the company profile built?
You supply your material: past bids, both won and lost, and a description of your services and customers. BiddingBase builds a profile from it, and that profile guides recommendations, analysis and drafts.
How is material delivered?
Either by uploading files to the service, or by connecting BiddingBase to your source in an agreed way, Confluence for example.
What does BiddingBase connect to?
Data sources for importing material, such as Confluence, and CRM systems for exporting findings, such as HubSpot, Salesforce and Pipedrive. The list keeps growing. Ask if yours is missing.
Which file formats are supported?
DOCX, PDF and XLSX. Ask if you need something else.
Do we need to maintain a separate question and answer library?
No. The knowledge base is built from your material and grows with every approved answer.
Can we import old bids and an existing answer library?
Yes. They are the best starting material: BiddingBase learns from them how you have answered and what you have won.
How large can the knowledge base be?
The maximum size follows your subscription level. Get in touch and we will raise the limit.

Security and privacy

Is our data used to train AI models?
No. Your material is not used to train models and is not resold. BiddingBase produces answers for you from your own material.
Can other customers see our data?
No. Customer environments are separated, and the output of your agents stays with you.
Who owns the data?
You do. The material, the knowledge base and the company profile are yours.
Which regulations and standards do you follow?
Development follows the EU General Data Protection Regulation, the EU AI Act and the requirements of ISO/IEC 27001. We are not certified against ISO/IEC 27001 today; certification starts once funding is in place.
Where is the data held?
The service and customer material are located within the EU or EEA.
Which AI models do you use?
Models from established providers, through their interfaces. Prompts and your material are not used to train them, and the providers in use are named in the service agreement annexes.
What happens to the data when the contract ends?
Material is deleted within the agreed period after the contract ends, and you can take your knowledge base with you on request.

Pricing and pilots

How does pricing work?
Billing follows usage rather than the number of named users: searches, data lookups, agent runs, bid projects and the size of the knowledge base.
What happens when the quota fills up?
We tell you at roughly 80 percent of the quota, and again when it is full. Filling the quota is not charged separately. Get in touch and we will raise the limits and agree the new level.
Is there a free trial period?
Yes. Trial periods run on your own material and real tenders. The first trials with five companies start in September 2026.
What does the trial include?
Building the profile and knowledge base from your material, setting up agents for your buyers, and working through at least one real tender in the service.

Getting started and support

How do we start?
A scoping call, delivery of your material, and a kick-off meeting. We need a contact person, your bid history in whatever format suits you, and an hour of calendar time.
How long does onboarding take?
The profile and the first agents are in use within a few days of receiving your material.
How do users sign in?
With your organisation's own credentials, so getting started does not need a separate project from your IT department.
Which languages does the service work in?
Finnish, Swedish and English. Procurement data is handled in the language of its source country.
What support do we get?
Email support and the support channel in the service, on weekdays. Target time to a first substantive reply is four hours for a critical issue, eight hours for a major one, and two working days for anything else.

Get started

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