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Read about how new AI disclosure rules are changing procurement, and how BWL Group helps companies meet these challenges, offering expert bid writing and management services to create compliant, compelling submissions—no AI needed.

By Emilia Seymour, Senior SEO Advisor at BWL Group

In today’s fast-changing digital world, procurement practices are seeing major shifts. With the rise of Artificial Intelligence (AI) in business processes, new opportunities and challenges have emerged. To address these complexities, the new procurement act now requires bidders to disclose any use of AI in their submissions. This new rule marks a significant change in how procurement teams assess and evaluate bids.

The New AI Disclosure Requirement

The new procurement act states that all bidders must disclose their use of AI in preparing tender responses. This includes the use of Large Language Models, AI-assisted drafting tools, automated content generation, data analysis tools, or any AI-based software. The scope of this requirement encompasses popular tools like ChatGPT, Grammarly, Autopilot, and bid-specific writing software.

Bidders are required to provide detailed information about the AI tools used, including the names of the technologies, their specific purposes, and which parts of the tender response they were applied to. Additionally, bidders must confirm that the AI-generated content has been thoroughly checked for accuracy and compliance with tender specifications. This ensures that bidders are confident in their ability to meet the requirements outlined in the tender and reduces the risk of submitting inaccurate or misleading information.

The Risks of AI in Bid Submissions

The introduction of AI disclosure requirements is a direct response to the potential risks associated with AI-generated content. One significant risk is the possibility of companies inadvertently committing to deliverables they are not fully prepared to meet. If AI-generated content is not carefully reviewed, it could result in commitments that the bidding company may struggle to fulfil, leading to contractual disputes and potential financial losses.

Moreover, the widespread use of AI tools by employees, often without the awareness of senior management, raises concerns about the quality and integrity of the content being submitted. In some cases, AI tools are used to fill content gaps where subject matter experts (SMEs) are unavailable, leading to poorly crafted bids that do not resonate with evaluators. This could result in lost contracts and significant financial implications for the bidding company.

Tell-Tale Signs of AI Use in Bids

Procurement teams have become increasingly adept at identifying AI-generated content, which often exhibits certain tell-tale signs. Common indicators include:

• Americanisms: The use of American English spelling and terminology, such as “program” instead of “programme,” or “optimize” instead of “optimise.”
• Repetitive Language: An overuse of certain buzzwords like “meticulous,” “prioritise,” “optimise,” “leverage,” and “emphasise.”
• Residual Prompts: Instances where prompts or placeholders from AI-generated drafts are inadvertently left within the narrative.
• Robotic Summaries: Formulaic conclusions that begin with phrases like “by following this approach,” indicating a lack of human nuance in crafting the response.

These signs not only reflect poorly on the bidding company but also raise red flags for procurement teams who are increasingly cautious of AI’s influence on bid quality.

The Hidden Risks of Uncontrolled AI Use

Another critical concern surrounding AI use in bid submissions is the uncontrolled dissemination of sensitive information. When employees input large amounts of proprietary or confidential data into AI tools, it is often unclear where this information might be stored, used, or shared. This poses significant risks to the company’s data security and intellectual property, making it imperative for organisations to establish clear guidelines and training on AI usage.

The Solution

As procurement teams tighten their scrutiny of AI-generated content, companies must adapt by ensuring their bid submissions meet the highest standards of quality and compliance. Our bid review services are designed to address this need, offering comprehensive checks that range from ensuring compliance with tender requirements to identifying the obvious and subtle signs of AI usage. We help companies avoid the pitfalls of AI-generated content by reviewing and refining their bids to align with procurement expectations.

BWL Group’s bid writing and bid management services are designed to help bidders secure tenders by using our team’s deep expertise and experience in crafting compelling, high-quality submissions. We focus on human-driven strategies, ensuring that every bid we manage is tailored to the specific needs and requirements of the client and the tender. Our approach emphasises clear communication, thorough research, and attention to detail, all of which are critical in creating bids that stand out to evaluators. By relying on our skilled professionals rather than AI tools, we deliver authentic, persuasive content that resonates with decision-makers and increases the likelihood of winning contracts.

If you’d like to discuss how we can support you with your bid management and writing needs, please use our contact form. Alternatively, you can email us directly at enquiries@bwlgroup.co.uk or telephone 01325 792 744.