AI-Powered Contract Automation Tool

We are Maakalika Security Services Pvt. Ltd., India, and regularly participate in high-volume GeM Service Bids, particularly Manpower Outsourcing, Security Services and other government service tenders.
We are looking for an experienced AI / Custom Software Development Company to build a customized GeM Bid Automation solution.
Our expected volume is approximately 50+ GeM Service Bids per day.
The software should study the complete GeM tender document, Bid Details, ATC, Buyer Added Conditions, Scope of Work, eligibility criteria and annexures, and automatically prepare a tender-specific compliance checklist.
Our most important requirement is GeM Upload Slot / Folder Mapping.
The AI should identify every document/upload requirement of a particular GeM tender and automatically map the appropriate document from our company’s master document repository.
For example, if the tender requires separate documents for MII, Turnover, Experience, Past Performance, ATC Compliance, GST, EPF, ESIC, MSME, NSIC, Startup India, PSARA, ISO, declarations, affidavits etc., the software should automatically generate separate upload-ready files such as:
File_01_MII.pdf
File_02_Turnover.pdf
File_03_Experience.pdf
File_04_ATC_Compliance.pdf
File_05_Past_Performance.pdf
File_06_GST.pdf
File_07_EPFO.pdf
File_08_ESIC.pdf
The sequence must not be fixed. It should dynamically follow the requirements/upload slots of each individual tender.
The system must automatically split, merge, arrange and rename PDFs. Our staff should not have to manually search pages inside large combined PDFs.
We also require State-wise GST and Local Registration Mapping. We currently participate in tenders in Bihar, Delhi, Uttar Pradesh and West Bengal. The AI should detect the tender state/location and automatically select the correct GST certificate and applicable state/local registrations from our document repository.
For example:
Bihar Tender → Bihar GST + applicable Bihar registrations
Delhi Tender → Delhi GST + applicable Delhi registrations
Uttar Pradesh Tender → UP GST + applicable UP registrations
West Bengal Tender → WB GST + applicable WB registrations
The AI should also detect documents that are missing, expired, insufficient, irrelevant or require human verification.
Where a tender-specific undertaking, declaration, compliance statement, affidavit or annexure is required, the software should automatically generate the appropriate draft based on the tender conditions.
The final output should be a Tender-wise Upload Ready Folder / ZIP, containing separate PDFs corresponding to the actual GeM upload requirements.
Our staff will manually upload these files on the GeM portal. Automatic GeM bid submission is not required in Phase 1.
Expected Workflow
Tender Upload → AI Tender Study → Eligibility & Checklist → GeM Upload Slot Identification → State Identification → Correct GST/Registration Selection → Company Document Mapping → PDF Split/Merge → Auto File Naming → Missing Document Detection → Upload-Ready Folder
Required Features
Complete GeM Service Bid/ATC analysis.
Tender-specific eligibility and document checklist.
GeM upload-slot identification.
Company Master Document Repository.
Intelligent document matching.
Automatic PDF page extraction.
Automatic PDF split and merge.
Automatic file naming.
Folder/Slot Mapping.
State-wise GST selection.
State/local registration selection.
Work Order + Completion Certificate intelligent matching.
Financial year-wise turnover document selection.
Experience criteria matching.
MII/MSME/NSIC/Startup/PSARA/ISO mapping.
Tender-specific declaration and undertaking generation.
Missing/expired document alerts.
Duplicate document/page detection.
Upload-ready PDF compression.
Final tender-wise ZIP/folder.
Status for every requirement: Ready / Missing / Expired / Not Applicable / Human Verification Required.
Dashboard for handling 50+ tenders per day.
Role-based access for multiple staff members.
Audit trail showing which source document was used for each tender requirement.
AI should learn/configure according to our internal bid-document workflow.
Important Condition Before Award
We require a live Proof of Concept (POC) using one actual GeM Service Bid and sample company documents before awarding the full project.
The POC must demonstrate:
Tender Study → Upload Slot Detection → Document Mapping → PDF Split/Merge → State-wise GST Selection → Automatic Naming → Final Upload-Ready Folder
We are not looking for only tender search, tender alerts, eligibility analysis, bid summary or generic document generation software.
Our primary requirement is GeM Service Bid Document Automation with intelligent Upload Slot/Folder Mapping.
Project Type
Custom AI / SaaS / Web-Based Enterprise Software
Preferred technologies are open for discussion. The system should be scalable, secure and capable of handling confidential company documents.
Project Phases
Phase 1: AI tender study + document repository + folder/slot mapping + upload-ready PDFs.
Phase 2: Dashboard, workflow approval, employee roles, analytics and higher-volume automation.
Phase 3: Optional GeM/browser integration or RPA, subject to technical and compliance feasibility.
What We Need From Vendor
Please provide your proposed architecture, similar project experience, AI technology to be used, development timeline, POC timeline, one-time development/customization cost, recurring hosting/API/subscription charges, support/AMC terms, source-code/IP ownership terms, data security approach and scalability for 50+ tenders per day.
Companies should preferably demonstrate the workflow on our real tender before commercial finalization