Firmify tenders workflow (TED → case → pack)

Introduction

This guide explains the recommended end-to-end flow inside Firmify: monitoring TED procurement notices via the radar, running an internal application case, and optionally purchasing the paid TED document pack. It complements the radar overview, the AI assistance explainer, Bulgaria’s typical bidder requirements, and the document-pack deep dive.

Recommended sequence

1. Navigate to Public procurement from the dashboard shortcut.
2. Configure your matching profile: at least one CPV (see how to find CPV codes) plus bilingual keywords.
3. Hit save and wait until matches are recomputed (interval depends on the nightly ingestion settings).
4. Review the hottest notices; bookmark anything actionable with Saved.
5. When you escalate from interest to execution → press “I want to apply”. That provisions the workspace pinned to this TED publication.
6. Progress the workspace: stage dropdown, backlog tasks, chronological notes.
7. If LLM tooling is licensed, invoke the structured checklist, then selectively import tasks.
8. Optional paid path → complete the draft pack inputs → Stripe checkout → PAID → Generate pack ZIP.
9. Final bid assembly happens outside Firmify, following buyer portals and signature rules.

Access and availability

• The menu entry appears once operators enable procurement radar access (flag such as FEATURE_PROCUREMENT_RADAR).
• Checkout requires email verification aligned with Stripe’s anti-fraud expectations.
• If the dashboard shows a disabled-module hint, escalate internally before tying yourself to imminent deadlines.

Profile: CPV and keywords

The score is a heuristic only: high rank ≠ automatic compliance with procedure rules—always correlate with dossier annexes.

Notice list

• Discovery list trims noise by hiding tenders whose TED submission deadline clearly passed unless you persisted them beforehand.
• Saved-only trims to your curated backlog for weekly stand-ups.
• Hide hides uninteresting tenders without wiping knowledge that they existed historically.

Operational tip: bookmark early to avoid scrambling when ingestion schedules compress lead time.

Notice detail

The detail pane surfaces buyer, TED references, provisional values, countdowns (when TED exposes them), and navigation back to TED. Treat this as decision support before migrating work into a case:

• Refresh from TED whenever you reopen an older bookmark.
• Use AI assistance sparingly—and only once you consciously commit human time reading annexes offline.
• If you escalate communication with buyers, cite official publication IDs in email footers—not only Firmify notes.

Cases and pipeline

The pipeline stage communicates intent (screening → preparing dossier → ready to lodge → submitted) without locking legal compliance. Persist longer narratives in Notes so management reviews stay succinct.

Returning to “I want to apply” should consistently reopen the canonical active case per notice/user pair—duplicates merit a support ticket.

Workspace

Add explicit calendar buffers for certificate renewals—the workspace does not automate OKD deadlines.

AI checklist per case

The checklist summarizes obligations inferred from scraped TED payloads. Operational discipline:

1. Map each checklist paragraph to dossier annexes.
2. Remove hallucinated prerequisites if they disagree with authoritative PDFs.
3. Convert remaining lines into actionable tasks referencing annex numbers.

Treat LLM artefacts as brainstorming, not filings.

Document pack and payment

High-level: fill firmography → status READY → Stripe Hosted Checkout → webhook-confirmed PAID → Generate emits procurement-doc-pack.zip combining README + templated DOCX files.

Stripe success pages are convenient but redundant because server webhooks finalize PAID.

Full operational matrix (status machine, filenames, disclaimers): Procurement document pack guide.

Cross-check official sources

Before allocating budget:

1. Download the dossier ZIP from contracting authority portals (may differ slightly from TED text).
2. Compare deadlines on TED vs portals—most severe constraints win.
3. Validate language requirements (BG only, bilingual annexes).
4. Check lot structure (multi-lot tenders may confuse simple radar ingestion).

Skipping these checks makes even a perfect DOCX scaffold irrelevant.

Tips and pitfalls

• Pair Firmify telemetry with CFO approval for prepaid document packs—Stripe recognises product metadata but not Bulgarian VAT bookkeeping.
• Mention consortium partners explicitly in Tasks to avoid orphaned responsibilities.
• If you hire external counsel mid-flight, snapshot tasks + timeline beforehand for clean hand-offs.
• Supporting guides: Business documents Bulgaria.