You, as a bidder, must ensure that any information that has been included in any tender documentation and that is:
must not be input into any AI tools.
AI systems share and use information and data that users input e.g. into AI tools or any systems that make use of AI for any purpose. As a result you should be aware of this and actively manage the risk of sensitive information or copyrighted material being shared inappropriately.
You should already ensure your bids are accurate, whether you produce them in-house or with external support.
As AI develops as a tool, some bidders may use AI to assist in the production of their bids. Bidders should remember that, in all instances, they remain responsible for ensuring the accuracy of any bid they submit.
There are potential benefits to using AI responsibly, including:
producing an initial draft bid outline before tailoring it to the specific procurement
further efficiencies - AI Tools can help with formatting, grammar checking and general submission quality
enabling businesses to increase their capacity to submit bids when they would have previously prioritised resource elsewhere
AI generated responses tend to provide generic information that will be unlikely to provide an accurate response to the specific bid requirements. You must ensure you provide a tailored response to a the specific procurement
AI generated Information may be inaccurate. This can be as a result of either the requests made by the user, or the AI system selecting incorrect source data
AI requested Information is available to others, including other potential bidders. This could mean similar bids are generated from others. Your bid should be tailored for your organisation to the specific contract
Be cautious in sharing your own organisation’s data and information in generative AI tools, as they could be made public.
The following is an example of what can be generated by AI with minimal input from the bidder. This same example is also shown on An Example of AI Being Used to Write Bid Content.
Scenario
A bidder uses AI to construct a bid response on Fair Work First for a tender.
Prompts provided by the bidder in an AI system:
The AI could produce the following response:
Of course! Here's a draft of your bid incorporating references to the Scottish Government's equality requirements:
Bid: Catering Services with a Commitment to Equality and Fair Work
Introduction: At [Your Company Name], we are dedicated to providing exceptional catering services while upholding the highest standards of equality, diversity, and fair work practices. With a firm commitment to promoting inclusivity and supporting the Scottish Government's equality agenda, we are proud to submit our bid for consideration as your catering supplier.
Our Commitment to Equality: [Your Company Name] recognizes the importance of equality in the workplace and is committed to ensuring that all employees are treated with dignity, respect, and fairness. We align our practices with the principles set forth by the Scottish Government, including those outlined in the Equality Act 2010 and the Fair Work Framework.
Key Features of Our Equality Policies:
Alignment with Scottish Government's Equality Agenda: [Your Company Name] is fully aligned with the Scottish Government's commitment to promoting equality, diversity, and inclusion in the workplace. Our fair work policies reflect the principles outlined in the Scottish Government's equality legislation and initiatives, and we are dedicated to supporting the government's efforts to create a fairer and more inclusive society.
Conclusion: In choosing [Your Company Name] as your catering supplier, you can trust that you are partnering with a company that shares your values and is committed to promoting equality, diversity, and fair work practices. We look forward to the opportunity to work with you and contribute to the success of your organization.
Should you require any further information or clarification, please do not hesitate to contact us.
Sincerely, [Your Name] [Your Position] [Your Company Name] [Contact Information]
While the above example provides a reasonable generic response to the Fair Work and Equality aspects of the request, there is no substantive detail as to how the catering company in the example would deliver the service.
This illustrates the fact that bidders should not rely solely on AI to produce a bid. It is always essential that there is human intervention and contribution by bidders prior to submitting their bids.
It is the bidders' responsibility to check their bid before it is submitted to ensure accuracy and completeness.