The Challenge

Arsipa is a leader in occupational safety and medicine for more than 25,000 organizations in Germany and Austria. With over 1,000 employees at more than 70 locations, the group supports companies in creating safe and healthy workplaces, delivered flexibly on site, hybrid, or digitally, tailored to the needs of its clients.

As a high-growth group, Arsipa wins new customers every month and is expanding central structures and processes. Tender management is a deliberately chosen strategic lever: several hundred tenders per year, with a clear ambition to set benchmarks in quality and speed.

With growth, the complexity and workload involved in handling public tenders increased significantly. Arsipa wanted to achieve two things simultaneously:

• Centralize tender management: steer the entire bidding cycle through the holding company, maintaining consistently high quality even during peak workloads.

• Enable growth operationally: make domain expertise and operational capacity scalable without growing the team linearly.

The Solution with Forgent

Arsipa uses Forgent AI across the entire process, from tender discovery to proposal creation.

Finder: Complete Coverage Instead of Manual Screening

Forgent systematically identifies relevant tenders across all relevant portals. Arsipa relies on complete market coverage and no longer misses any relevant opportunity.

Evaluator: Faster and Better Informed Bid/No Bid Decisions

Forgent analyzes the procurement documents along a checklist defined by Arsipa. This allows Arsipa to make better informed decisions in a fraction of the time and establishes a group wide, unified decision logic. The total effort in the bid/no bid process was reduced by 83% and can now be managed alongside other tasks.

Writer: Scalable Concept Quality

The Writer supports even complex concepts and ensures consistent quality across all proposals. The writing style, finely tuned to Arsipa, ensures a unified tone and line of argumentation regardless of who within the group creates the proposal.

"Tender management is a central growth lever for us, and Forgent is the operational enabler that makes this possible at our scale in the first place. We can rely on the fact that no relevant tender is overlooked, that every requirement is addressed properly, and that our concepts maintain a consistently high quality level. That gives us the scalability we need as a growing holding company." Nico Thomas Gollnick, Chief Commercial Officer, Arsipa

Results

✓ Complete market coverage: no relevant tender is overlooked anymore

✓ 83% less effort in the bid/no bid process, manageable without deep tendering specialization

✓ 78% higher win rate on submitted proposals

✓ More participations without additional operational effort: growth without linearly scaling the team

✓ Group-wide unified quality and decision logic in tender management