Artificial intelligence (AI) has shifted from a futuristic concept to an everyday reality in the public sector buying. For procurement leaders, this brings a dual challenge: delivering best value and social impact while safeguarding the integrity of the tender process, at a time when a computer program can draft a bid response in seconds.
So, is using AI in bid writing efficient, or is it cheating?
The answer is not prohibition. It is adaptation. Procurement teams should prioritise transparency and adopt a blended evaluation model that recognises both technological capabilities and human judgement.
Why this matters now
Public sector procurement is under intense pressure. Local government reorganisation is consolidating councils into super authorities, creating complex data harmonisation challenges. At the same time, regulatory changes mandating the need for professional qualifications are exacerbating talent shortages.
In this environment, efficiency is not optional - it is essential. Procurement teams must find ways to streamline processes, reduce administrative burden, and ensure every pound delivers maximum public benefit. And if managed responsibly and transparently, AI can help achieve this.
The ‘for information only’ question
Many tenders now ask whether suppliers use AI, often marked as ‘for information only.’ This raises concerns: will AI use become a pass/fail criterion? Will it be seen as laziness or lack of expertise?
This is a misconception. Using AI to structure responses, check compliance, or refine language is not cheating. It is smart resource management. Most bids are human-led and AI-enhanced, freeing suppliers to focus on tailoring solutions to your strategic and social value goals.
When used correctly, AI tools allow suppliers to spend less time on administration and more time on innovation, collaboration, and delivering outcomes that matter.
The case for blended evaluation
If AI helps suppliers produce stronger written bids, how do you distinguish between a well-crafted algorithmic response, and one written by a capable partner? The answer is blended evaluation combining written responses with face-to-face engagement.
Why it works:
Verification of capability - Go beyond polished prose. Live discussions confirm that the delivery team truly understands, and can execute, the methodology behind their proposal.
Authentic relationship building - Procurement is ultimately about partnership. Face-to-face interaction helps assess trust, communication style, and how teams will work together day-to-day.
Deeper insight and nuance - Presentations and interviews reveal expertise, judgement, and cultural alignment - qualities that a written response, AI-generated or not, simply can’t convey.
This approach ensures that technology does not overshadow human capability. It also helps procurement teams build stronger relationships with suppliers, which is critical for long-term success.
Transparency is key
At recent sector events like Procure4Health and Procurement Act Live, the consensus was clear: openness beats prohibition. Sabine Stolwijk, Category Buyer at YPO, said: “AI has proven to be a valuable tool in procurement and is widely used by suppliers in the bid writing process. It is important for tenderers to be transparent around how AI is being used to ensure fairness and transparency.”
This statement highlights two critical points:
AI is already embedded in procurement practices
Transparency is essential for fairness and trust
By adopting this principle, procurement teams can create clear guidelines that encourage responsible AI use rather than penalising efficiency. This approach protects both sides: buyers gain confidence in the integrity of responses, and suppliers can innovate without fear of being disqualified.
A pragmatic path forward
AI can take on much of the routine data and process work, freeing people to focus on what they do best: strategic thinking, collaboration, empathy, and creative problem-solving. For procurement leaders, this shift presents an opportunity to refine existing practices rather than overhaul them. A helpful way forward might include:
Refresh your assessment criteria: Evolve beyond purely factual or “information only” questions and consider how AI can be used responsibly within submissions.
Rebalance evaluation methods: Place greater weight on interviews, conversations, and presentations, where human insight and authenticity come through most clearly.
Recognise the efficiency gains: Suppliers who use AI well often demonstrate the same efficiency, consistency, and responsiveness in their delivery.
Strengthen pre‑market engagement: Use early, verbal discussions with suppliers to explore their capabilities and innovation. This helps ensure any subsequent tender is well‑informed and sets both you and suppliers up for the strongest possible outcome.
Collaborate to manage growing complexity: With increasing and more complex demands on procurement, partner with experts where it adds value. Consultancy+, part of the Reed Group, specialises in providing control and visibility across all consultancy spend, supporting more effective decision making.
The procurement environment is evolving quickly. By adopting a transparent, blended approach that combines human judgement with the thoughtful use of AI, you can turn emerging disruption into strategic advantage and strengthen your ability to select partners who are ready to support with challenges ahead including the Employment Rights Act, devolution, and local government reorganisation to name a few.
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