The Challenge

The P3 Group, with over 20 affiliated companies, is a leading consultancy in the automotive, energy, and public sectors. For the public sector, more than 5,000 tenders are screened, evaluated, and forwarded to specialist teams each year. The previous solution, based on keywords and CPV codes, produced high false positive rates, for example, when "security" returned results for both IT-security and guarding services.

Once tenders were identified as potentially interesting, the team had to manually prepare the procurement documents in Excel spreadsheets. P3 was looking for a reliable, unified platform for managing tenders.

The Solution with Forgent

"The Finder helps us discover the right tenders without having to dig deep into CPV codes and keywords. And the Evaluator saves us many hours of work through standardized checklists. We enjoy working with Forgent because the team is very close to real world practice and prioritizes features that are critical for compliance and day to day procurement." Vasco Steltenkamp, Managing Director Public Sector, P3 Group

Here's how P3 is now working with Forgent:

• Finder: AI powered tender search replaces rigid search profiles. The most relevant tenders are displayed directly. In a head to head comparison with other platforms, up to 30 more relevant tenders were found per week.

• Evaluator: Forgent structures procurement documents by eligibility criteria, performance period, and evaluation criteria, with direct links to the source documents. Thanks to the seamless transition from screening to qualifying tenders, the time required can be cut by at least half.

• Writer: The Writer delivers a significantly faster start to proposal drafting. It reliably identifies all requirements, and in a direct comparison, the output quality was noticeably better than with generic AI tools.

• Manage: Specialist teams can click directly into the prepared checklists, review source documents, and make well informed decisions — without having to navigate through procurement documents themselves.

"We value Forgent's ability to process complex documents in a structured and precise way, including extracting evaluation criteria from Excel spreadsheets. We see the greatest added value in tender qualification, where we saved 25% of the time right from the start and, after just a few weeks of use, reached 50% time savings." Vasco Steltenkamp, Managing Director Public Sector, P3 Group

The Result

With Forgent, the P3 Group has transformed its entire tendering process on a single platform: from search to evaluation to specialist team communication. The public sector team can now evaluate significantly more tenders in a qualified manner with the same team size and respond faster to relevant opportunities.

✓ A precise search with more results: significantly fewer false positives than with search profiles on other platforms. Up to 30 more relevant tenders found per week.

✓ More than 50% time savings: checklist creation in minutes instead of hours.

✓ Better team collaboration: specialist teams evaluate based on uniformly structured checklists.

✓ A true development partnership: feedback is taken on board and implemented.