With Forgent we reduce the effort for screening and applying by 80-90%

Status Quo & Challenge

Pahnke Group is an owner-managed agency with more than 250 employees and over 50 client brands, including Meggle, Berentzen, Storck, and public sector clients. To further accelerate growth in its public sector business, Pahnke wanted to address the following challenges:

• Risk of missing relevant tenders: Due to the fragmented landscape of tender portals and the thousands of tenders displayed, there was a risk of not identifying every truly relevant opportunity.

• High effort required to find relevant tenders: Only around 3% of the tenders found across various portals were actually relevant.

• High effort required for screening: Detailed review of tender document which can easily exceed 200 pages could take up to an entire day.

• Duplicate work caused by process and procedural changes: Tender documents may be updated over time, for example through new deadlines or revised reference requirements. Source portals typically do not indicate what has changed. As a result, relevant tenders often have to be reviewed multiple times, creating a significant time burden.

Solution with Forgent

Pahnke began with a 7-day pilot program and tested Forgent throughout its real daily workflow—from tender discovery to evaluation and document review. During the pilot alone, Pahnke identified relevant tenders that did not appear on other portals. The pilot quickly led to a full subscription.

Finder: Identifying Tenders

• Access to all tenders on the Forgent platform

• Combination of CPV-based logic and semantic search, rather than relying solely on keyword or code searches

• FIT Score for rapid prioritization of the most suitable procurement opportunities

Evaluator: Understanding & Reviewing Documents in Minutes

• Automated screening of tender documents based on the criteria most important to Pahnke

• AI assistance for specific questions about tenders, identification of inconsistencies, and drafting bidder questions

• Visibility into publicly submitted and answered bidder questions

• Automatic monitoring of tender document updates: whenever a contracting authority uploads a new document, Forgent highlights the changes and reruns its automated screening process

Team Collaboration & Process Management

• Projects, statuses, tasks, collaboration, and deadlines are managed within a single platform

“Instead of working across multiple tools such as Excel, Outlook, Word, and various tender portals, we can now complete all process steps on the Forgent platform. This saves us time, and for the first time, collaboration within the team is fully transparent without disruptions caused by switching between systems.” — Alexander Glück, Managing Director, Pahnke

Results with Forgent

• Exclusive Opportunities: Forgent identifies 10–30% more relevant tenders per year.

“Forgent gives us earlier and more complete visibility into all relevant tenders. We find 10–30% more relevant opportunities each week than through other portals.” — Alexander Glück, Managing Director, Pahnke

• Up to 80–90% reduction in the effort required for tender screening and proposal development

• Improved visibility into the pipeline, tender documentation, and next steps across the team workflow

• Stronger quality assurance, helping to prevent formal errors and the resulting disqualifications from procurement processes