Solution

Vollardian was engaged to improve operations and embed AI into SMC’s tendering function, reducing administrative burden for their engineering team:

• Designed, built, and launched a custom CRM to standardise the tender process and enable advanced reporting.

• Automated the tender kick-off process, including the auto-creation of folder structures, communication channels, and project plans.

• Centralised historical and core tender data into a structured knowledge base for easy navigation and retrieval.

• Developed and deployed two bespoke AI agents: a Tender Response Agent for drafting and a Contract Review Agent for risk analysis.

Results

• Enabled Strategic Tender Planning: Improved decision-making through real-time pipeline visibility and advanced CRM reporting.

• Eliminated Manual Admin: Dramatically reduced tender setup time by automating the creation of project environments and records.

• Deployed Custom AI Agents: Rolled out specialized Tender Drafter and Contract Review agents to support the submission team.

• Standardised AI Across the Firm: Centralised AI tools, prompts, and settings to ensure consistency across all tender writers.

• Increased Team Productivity: Reduced search time across historical submissions and accelerated the drafting of technical responses.

• Reduced Contractual Risk: Accelerated the review process by automatically flagging complex clauses and obligations early.

Testimonial

"The time this tool saves us is invaluable."

— Manager, SMC Marine