Treat every generated claim, reference, quantity and commitment as material to verify against approved sources. Your company remains responsible for the response it signs and submits.
Decide what information may be used
Before putting project information into ChatGPT, Gemini or another tool, check your company policy, the client’s confidentiality requirements and the specific product’s current data terms and settings. Public solicitation material and private financial or personnel records may require different handling.
Use an approved workspace and only the information authorized for that tool. Do not assume that one product’s personal, business and API offerings have identical controls.
Use AI for bounded preparation tasks
Useful tasks include organizing an approved outline, identifying questions to ask an input owner, or improving readability without changing meaning. Give the tool the relevant source text and a narrow task. Require it to identify missing facts rather than fill them in.
Ask for an outline that maps supplied requirements to sections and lists unanswered questions. Then compare the result with the solicitation yourself. A generated tracker can omit an attachment or split a requirement incorrectly.
- Keep source documents and revision identifiers.
- Ask for source references that can be checked.
- Separate quoted requirements from drafting suggestions.
Verify claims and commitments
Check every project history, credential, personnel role, safety statement and reference against approved company records. Review proposed methods, schedule commitments and pricing with the person authorized to make those decisions.
A sentence that sounds routine can still create a commitment. Do not allow a language model to choose your price, assert a certification, expand your experience or imply a partner has agreed to participate.
Review the response as a whole
Check the full response against the requirements matrix, including forms and attachments. Reconcile names, dates, staffing and scope across sections. Confirm page limits and the required delivery format after editing and export.
Keep a human approval step for the final files. An AI review can be a second pass, but it is not an independent assurance that the proposal complies or will win.
Distinguish a tool from a preparation service
Buying a writing tool leaves requirement interpretation, input collection, approvals and production management with your team. Engaging preparation support changes who does agreed tasks, but the scope must still specify the inputs, outputs and reviewers.
Bidmere’s service is defined by the agreed preparation work and customer approval process. It does not promise that ChatGPT, Gemini or another tool can replace contractor knowledge, required professional advice or final submission responsibility.