How A.R.O. Services uses TenderRender to submit cleaning tenders faster
A.R.O. Services GmbH is a cleaning and building services provider from Mannheim. The team submits several public tenders each week, often for building cleaning and facility services. Across the year, that adds up to roughly one hundred submissions. At that volume, the quality of each proposal matters, but so does the repeatability of the process.
For A.R.O. Services, the biggest time drains sat in two steps: first analyzing the tender documents to decide whether an opportunity is interesting, then writing a specific proposal narrative that reflects the sites, requirements and award criteria. TenderRender is now used mainly to accelerate those two steps.
Many tenders, repeated work and a specific proposal every time
A.R.O. Services submits an average of three tenders per week. The first step is always similar: download the documents, upload them, analyze them and decide whether the opportunity fits. Then comes the proposal narrative. It cannot simply be copied from a previous submission, because every tender has different sites, requirements and points of emphasis.
"A proposal used to take at least two hours," says Jihat Akca. "You had to write specifically: we have this many sites here, and these are the things we need to pay attention to." In cleaning tenders especially, proposal quality is becoming more important. Where price used to dominate, A.R.O. Services is increasingly seeing more weight placed on quality and methodology.
Forms also create recurring work. Self-declarations, company details, turnover figures, VAT numbers, trade register details and standard checkboxes come back in many tenders. Each submission can take 15 to 20 minutes of form work, even though the content largely stays the same.
Half an hour faster to see what matters
TenderRender helps A.R.O. Services understand tender documents faster. Instead of manually searching through all the files, the team uses the analysis function to surface relevant requirements, points of attention and criteria more quickly.
Jihat Akca estimates the analysis saving at about half an hour per tender. "With analysis, I save roughly half an hour per tender," he says. That helps the team decide faster whether a tender is interesting and what information needs to come back in the proposal.
From two hours of writing to faster fine-tuning
The biggest gain is in proposal writing. TenderRender makes it easier to build text section by section, taking the award criteria and the specific tender context into account. Jihat Akca then uses the output as a basis to review, add to and refine.
That workflow saves time immediately. "On proposal writing, it saves me almost an hour and a half," says Jihat Akca. Across the total tender process, he estimates the saving at 45 to 50 percent.
Quality remains central. A.R.O. Services uses the time freed up to check the content more carefully and make it more specific. The team has already won a tender where the proposal was written with TenderRender.
The library makes standard information reusable
For many forms and proposal sections, the underlying information barely changes. Company details, standard declarations and previously used text blocks can be stored in the library, so TenderRender can reuse them as context.
For A.R.O. Services, the combination is what matters: analyze tender documents, bring in previous information from the library and then create a fitting proposal or completed form. That reduces duplicated work and makes the process more scalable across several tenders per week.
More automation around forms and deadlines
The conversation with A.R.O. Services also made clear where the next gain lies: automatically completing standard forms and keeping better track of submission deadlines. Forms do not require the most thinking per tender, but they do consume a lot of repeated time.
For a team processing around one hundred tenders per year, that repetition adds up. By reusing fixed company information, declarations and previous form answers more effectively, TenderRender can remove even more routine work from the process.
