AI Tender Management and Compliance Optimisation for Ashghal

Executive summary 

This AI-powered project is a transformative solution designed to streamline and automate Ashghal’s tendering processes.

The system leverages advanced AI capabilities to optimise contract procurement, improve tender request evaluations, and ensure compliance with Qatari laws. 

The solution significantly reduces manual effort and enhances efficiency by automating the review process. It provides real-time procurement recommendations, and identifying errors and contradictions.

The Client and its Context

Since 2004, the Public Works Authority ‘Ashghal‘ has been Qatar’s primary institution for infrastructure development, managing the design, construction, and maintenance of the nation’s public infrastructure.

As Qatar continues to grow, Ashghal oversees initiatives, including the Highway Programme, which improves connectivity through new roads, tunnels, and bridges, and the Local Areas Infrastructure Programme, which develops integrated infrastructure solutions for communities nationwide.

The organisation also manages building projects across the healthcare and education sectors, while its Asset Affairs division maintains the country’s road and drainage networks. Through these activities, Ashghal plays an essential role in Qatar’s development, focusing on sustainable infrastructure solutions that serve the needs of citizens and residents.

The Challenge

Ashghal faced significant operational challenges in managing its extensive infrastructure projects. The reliance on manual processes for contract procurement and tender request reviews increased the risk of errors. It also created operational bottlenecks that impacted overall productivity.

Without data-driven validation mechanisms, ensuring compliance and conducting a thorough analysis of tender requests became increasingly difficult. These inefficiencies often resulted in project delays, leading to financial implications and missed opportunities.

The situation was further complicated by the potential risk of non-compliance due to process limitations, making it crucial for Ashghal to seek a more efficient and automated approach to its operations.

The Goal: Streamlining and Automating Tender Processes

Ashghal sought a solution to streamline tender management, enhance compliance, and improve overall efficiency. The aim was to reduce manual effort, minimise delays, and ensure adherence to Qatari laws.

The Solution: An AI-Powered Platform

Devoteam, in collaboration with Google Cloud, designed and implemented a comprehensive AI tender management and compliance platform. This solution leverages Google Cloud’s advanced technologies, including Gemini, Vertex AI, and AlloyDB, to automate key processes and provide intelligent insights.

The platform integrates AI-driven tools to process large volumes of tender data, offering real-time insights. The system provides Ashghal employees with automated, data-backed recommendations for procurement strategies, contract models, and compliance checks, empowering them to make faster, more informed decisions.

Key Features:

• Chatbot: The solution uses Gemini LLM with memory capabilities to maintain context throughout conversations, eliminating the need for users to repeat information. RAG technology processes uploaded files to provide accurate, content-specific responses based on document content and conversation history.
• Compliance and Law validation: The solution automates compliance checks for tender documents by extracting text through Gemini APIs and comparing it against Qatari laws using RAG technology. AlloyDB stores ads processes this data, enabling efficient compliance verification and risk reduction in tender submissions.
• Document parsing and grammar check: Text from uploaded documents is converted to PDF format and processed through the Gemini API for comprehensive quality checks, including grammar, consistency, and content validation, before tender publication.

The Result: Enhanced Efficiency and Compliance

The AI-powered platform has significantly improved Ashghal’s tender management processes:

The platform has enabled Ashghal to automate key tasks, such as document parsing, grammar checks, and compliance validation, freeing valuable time for strategic decision-making. The AI-powered insights have also helped identify potential risks and optimise procurement strategies.