RFP Documentation and Bill of Materials Optimization for a Renewable Site Developer

Customer Overview

• Company Logo: [Anonymized]
• Company Name: Undisclosed at client request
• Domain/Industry: Renewable energy site development and construction (solar/wind), Central Europe
• Short Description: A company developing and building alternative energy sites, responding to a high volume of tenders while manually calculating equipment and material requirements for each site design.

Challenge

Each tender required engineers to manually assemble RFP documentation and independently calculate bill-of-materials requirements per site layout, a slow, error-prone process that limited how many tenders the team could pursue and put margin accuracy at risk on submitted bids.

Solution

Grid Dynamics combined a document AI pipeline that drafts RFP-ready documentation from tender and site specifications with an optimization engine that calculates the lowest-cost, spec-compliant bill of materials per site layout, both integrated into the client's existing proposal workflow.

Results

• 65% reduction in time to assemble a complete RFP documentation package
• 8% average reduction in bill-of-materials cost per site through optimized component selection
• 3x increase in tender volume the team could pursue per quarter with the same headcount
• Reduced BOM calculation errors that previously required manual rework before submission

Tech Stack

Python, Node, React, Gemini Enterprise (AI orchestration), Temporal (workflow orchestration), PostgreSQL, AWS/Azure

Delivery Highlights

• Team size: 6 engineers
• Duration: 4 months to first production release, covering document generation and BOM optimization end-to-end

Outcomes

• 65% faster RFP turnaround, directly increasing tender capacity
• 8% average BOM cost reduction per site, improving bid margin
• 3x tender throughput without headcount increase