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Bid Management OS.

Tailored proposals, from capture to submission, in a few easy steps.

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  1. Inception
  2. Qualification
  3. Decision
  4. Proposal
  5. Submitted
  6. Clarification
  7. Award
TED 2026/S 184-047114d 06:12:40
Facility management services, 4 sites
Kestrel Bay Port Authority · NL
Bid price1,024,002
SUBMITTEDAWARDED
Actual of budget318,200 / 812,700
INV-2026-0147Paid
One bid in Costimate: the tender notice with its deadlines marked, the opportunity at its stages, the cost and the bid price of EUR 1,024,002 on a cost of 812,700, submitted and awarded, the project at month 4 of 12, and the first invoice paid.
  • TEDFacility management services, 4 sitesNLcloses in 14d
  • UNGMGenerator maintenance and fuel supply, field officesKEcloses in 21d
  • Find a TenderCatering and camp services, training estateUKcloses in 9d
  • SAM.govBase operations support servicesITcloses in 30d
  • TEDRoad rehabilitation, lot 2, 18 kmRScloses in 27d
  • UNGMVehicle fleet maintenance, regional hubJOcloses in 12d
  • Find a TenderGrounds maintenance framework, 3 lotsUKcloses in 18d
  • SAM.govCustodial services, federal campusUScloses in 23d
  • TEDSecurity guarding, harbour terminalsDEcloses in 11d
  • UNGMPrefabricated accommodation units, supply and installSOcloses in 33d

The problem

The deadline is on page 14 of 212.

Today it lives in someone's head, next to a spreadsheet sent at midnight. With Costimate the tender is read when it arrives, its dates and duties are listed, and the bid counts down where the whole team can see it.

Today212 pages · 1 deadline · 37 emails
TED 2026/S 184-0471PAGE 14 / 212
Invitation to tender
Facility management services, 4 sites
Contracting authority: Kestrel Bay Port Authority

§3.2 Tenders shall be submitted no later than 21 November 2026 at 12:00 CET via the electronic portal. Late tenders will not be considered.

§4.1 The contractor shall provide a 24/7 helpdesk and respond to priority-1 faults within 2 hours at each of the four sites.

§4.6 Monthly KPI reports shall be delivered by the fifth working day of the following month.

§5.3 A site visit will be held on 29 October 2026. Attendance is mandatory.

pricing_v14_FINAL(2).xlsx · sent 23:5800:00:00
With Costimatethe same page, read on import
TED 2026/S 184-0471PAGE 14 / 212
Invitation to tender
Facility management services, 4 sites
Contracting authority: Kestrel Bay Port Authority

§3.2 Tenders shall be submitted no later than 21 November 2026 at 12:00 CET via the electronic portal. Late tenders will not be considered.

§4.1 The contractor shall provide a 24/7 helpdesk and respond to priority-1 faults within 2 hours at each of the four sites.

§4.6 Monthly KPI reports shall be delivered by the fifth working day of the following month.

§5.3 A site visit will be held on 29 October 2026. Attendance is mandatory.

PIPELINE · STAGE 4 OF 7
InceptionQualificationDecisionProposalSubmittedClarificationAward
Cost so far · EUR
812,700
Closes in
14d 06:12:40

From capture to cash

One bid, from the first notice to the last payment.

Find, decide, price, submit, deliver and get paid in one place, with one set of figures carried from each step to the next.

01 · Find

Find the tenders worth your time.

Import notices from TED, SAM.gov and UK Find a Tender by keyword and country, or add any other tender by hand or from a spreadsheet. Each one becomes a lead with its buyer, value and dates.

  • Imports from TED, SAM.gov and Find a Tender
  • Leads from anywhere else, typed or from Excel
  • From lead to opportunity in one step
Leads
Import from TED
facility management · NL, BE, DE · last 7 days
Finished · 38 notices read, 6 new leads
Done
  • TEDFacility management services, 4 sitesNL · closes in 14 d · EUR 1.1mOpportunity
  • TEDSecurity guarding, harbour terminalsDE · closes in 11 d · EUR 640kNew
  • Find a TenderGrounds maintenance framework, 3 lotsUK · closes in 18 d · GBP 2.4mNew
  • SAM.govCustodial services, federal campusUS · closes in 23 d · USD 880kNew
  • ManualGenerator maintenance, field officesKE · closes in 21 d · USD 640kDismissed

02 · Decide

Decide together, on the record.

Every bid moves through the same stages. A move past qualification waits for an approver, with what the stage asks for, and the capture plan keeps win themes, competitors and the checklist in one place.

  • Stage changes approved or declined with a note
  • Capture plan and checklist sign-offs
  • A board or a list, with saved filters
TED 2026/S 184-0471
Decision
Move to ProposalWaiting for approval

Asked by Ana Rossi. Bid value EUR 1,100,000, closing 21 Nov 2026, 12:00 CET.

ApproveDecline with a note
Capture plan
Pursue
3 win themes · 3 competitors, 1 suggested
Checklist
5 of 7 done
  • Site visit attendedDone
  • Insurance certificateSign-off by M. Keller
  • Mobilisation planOpen

03 · Price

Price every bid with confidence.

A real cost engine, not a spreadsheet. Labor, subcontractors, other direct costs, equipment and materials from your rate cards, and every mark-up worked out on the same cost, line by line.

  • Your rate cards, copied into each bid
  • AI lists what to price. Never the price
  • Pricing seen only by the people you choose

Move the sliders: the bid price is worked out as the app works it out.

Cost breakdown · TED 2026/S 184-0471EUR
Labor
412,500
Subcontractors
186,000
Other direct costs
54,200
Equipment
98,700
Materials
61,300
Direct cost
812,700
12%
6%
8%

Bid price 1,024,002 EUR, margin on price 20.6 percent.

04 · Submit

Submit a proposal you can stand behind.

The technical proposal is merged from its sections into one PDF. The client's commercial proposal prints from the same figures as the screen, and finalising records the value you submitted.

  • One merged technical proposal
  • The client's PDF and the pricing workbook
  • Costs approved before anything goes out
Proposal
Finalised
  • PDFTechnical proposal.pdf6 sections merged · 48 pages
  • PDFCommercial proposal.pdfThe client's copy, from the same figures
  • XLSXPricing.xlsxEvery line, mark-up and total
Costs approved byManaging director
Submitted value · EUR1,024,002
SUBMITTED

05 · Deliver

Deliver on the budget you bid.

An award becomes a project whose budget is the cost of the finalised proposal. Crew, equipment and expenses add up to the actual cost day by day, and the forecast says where it will land.

  • Budget, actual and forecast, by kind
  • Crew roster and shifts that respect leave
  • Company assets and where they have been
Project · PRJ-0218
Month 4 of 12
Budget
812,700
Actual
318,200
Forecast
791,300
This week's crew
CrewMonTueWedThuFriSatSun
J. OkaforSite leadDayDayDayDayDay
L. NovakTechnicianDayDayNightNightDay
S. HaddadTechnicianDayDayDayDayDay
R. SilvaHelpdeskLeaveLeaveLeaveDayDayDay

06 · Get paid

Get paid, and see what is owed.

Quotations, invoices and credit notes are numbered when they are issued and sent from the app, with reminders on the days you choose. Supplier bills are read with AI and approved before they count.

  • Invoices, credit notes and quotations
  • Payment reminders and overdue at a glance
  • Several currencies, each at its day’s rate
Invoices
Due this month · USD 412,860
  • INV-2026-0147EUR 341,334.00Kestrel Bay Port Authority · Paid 3 days before duePaid
  • INV-2026-0152GBP 96,400.00Arden Training Estate · Sent · due in 12 daysIssued
  • INV-2026-0139USD 54,120.00Lakeside Field Operations · 6 days · reminder sentOverdue
  • CN-2026-0004GBP −4,200.00Arden Training Estate · On INV-2026-0131Credit note
Reminders on the days you choose: 3 days before the due date, on it, then every 7 days, to the addresses confirmed on the invoice.

Workflow

Nothing waits unseen.

Every decision that waits on someone is in one inbox: stage changes, cost approvals, checklist sign-offs, expenses, supplier bills, shift swaps and leave. Each person sees what they may decide, and decides it from the row.

Workflow
Waiting for me · 5All · 7
  • Stage change · 2 h
    Facility management services, 4 sites
    Decision → Proposal · asked by Ana Rossi
    Approve
  • Commercial proposal · 5 h
    Road rehabilitation, lot 2
    Costs awaiting approval
    Approve
  • Supplier bill · 1 d
    Harbourside Electrical · BL-2026-0088
    EUR 18,240.00 · read with AI
    Approve
  • Leave application · 1 d
    Leila Haddad
    3 to 7 Nov · 4.5 days
    Approve
  • Shift swap · 2 d
    PRJ-0218 · night of 12 Nov
    L. Novak with S. Haddad
    Approve

Roles

Your margins stay yours.

The same proposal, two people. Costs are open to the team; mark-ups, selling prices and the submitted value reach only the people you choose. For everyone else they are not hidden on the screen, they are never sent: not in a list, a total, an export or a PDF.

Bid writer
Member · sees the costs
No pricing
The proposal as a member sees it: costs only. Prices are not sent to their browser.
LineCost
Labor412,500
Subcontractors186,000
Other direct costs54,200
Equipment98,700
Materials61,300
Cost · EUR812,700Price not sent
Managing director
Owner · sees the pricing
Pricing shown
The proposal as the owner sees it: costs and prices.
LineCostPrice
Labor412,500519,750
Subcontractors186,000234,360
Other direct costs54,20068,292
Equipment98,700124,362
Materials61,30077,238
Bid price · margin 20.6%EUR 1,024,002

AI

Reads the tender so you don't have to.

It reads the pack, fills the opportunity's fields from it, summarises the requirements, lists the deliverables and suggests what to price. It never invents a number: what the document does not say stays empty, and nothing is saved until you keep it.

Does
  • Finds the dates
  • Lists requirements
  • Suggests lines to price
Never
  • Invents a number
  • Sets a price
  • Saves without you
Read with AI · TED 2026/S 184-0471Reading
What AI found in the tender, to keep or correct
FoundWhat
Closing21 Nov 2026, 12:00 CET
BuyerKestrel Bay Port Authority · NL
Requirement24/7 helpdesk, priority-1 response within 2 hours
DeliverableMonthly KPI report, fifth working day
To priceHelpdesk staffing, 4 sites, 12 months
To priceMobilisation, 4 sites
3 deadlines · 41 requirements · 12 deliverablesReview and keep

And everything around the bid

One workspace for the whole company.

The records, the people and the access a bidding company runs on, in the same place as its bids.

CRM

Clients, contacts, meeting minutes, suppliers, competitors, products and events, each importable from Excel and exported back unchanged.

ClientsContactsSuppliersCompetitorsProductsMeeting minutes

People and leave

Employees, leave in whole and half days, balances that carry over, and each country's public holidays.

Expert portal

Outside experts see only the bids they are assigned to and the files you tick for them. Nothing else of the company.

Roles

Roles of your own, plus what is given or taken away for one person. Pricing and pay stay behind their own permissions.

Task conversations

Talk about a task where the work is. Messages arrive live, and experts on a bid join its conversation from their portal.

Search

One search over every record you may open, from anywhere, by keyboard. Never an amount in a result.

Search everything⌘K

Light and dark

Light, dark or as your system has it, on every screen, chosen per browser.

Several companies

One sign-in for every company you belong to, each with its own data, roles and plan, a click apart in the sidebar.

International

Built for tenders that cross borders.

Bid in one country, deliver in another and invoice in a third, with each company's own currency, clock and calendar.

  • Amsterdam · EUR · UTC+1
  • London · GBP · UTC+0
  • Washington · USD · UTC−5
  • Belgrade · RSD · UTC+1
  • Amman · JOD · UTC+3
  • Dubai · AED · UTC+4
  • Nairobi · KES · UTC+3
  • Singapore · SGD · UTC+8

Currencies

154 supported

Every bid, invoice and bill in its own currency. Totals are added up in US dollars at the day’s exchange rate, and what has no rate is counted apart, never guessed.

Time zones

Each company runs on its own clock: a closing day, an overdue invoice and a payment reminder are its own day, wherever its people are.

Public holidays

Each country’s holidays, loaded from the public calendar and kept per company, so leave is counted in working days where each person works.

Pricing

Pay for the seats you use.

Free for one person. Pro from 2 to 9 seats, Enterprise from 10 to 30, and a seat costs less as your team grows.

Compare the plans
5 seats
Pro
$125a month

$25 a seat a month.

Start with 5 seats

More than 30 seats? Talk to us and we will set it up.

Migration

Moving from spreadsheets or another tool?

Tell us what you use today and how many bids you run a year. We will move your clients, rates and open bids over with you.

Ask for a migration

Questions

Asked before starting.

What does Free include?
One seat and 5 opportunities, with every module except the expert portal. There is no trial and no card: Free is how Costimate is tried, for as long as you like.
How is a paid plan priced?
By seats. Pro is 2 to 9 seats, from $29 down to $21 a seat a month as seats grow. Enterprise is $500 a month for 10 seats and $40 for each seat above, up to 30. Paid by the year, a seat costs less again.
Can we change seats or cancel later?
Yes. More seats are charged pro rata at once, fewer seats leave a credit on the next invoice, and a cancelled plan runs to the end of what is paid and can be resumed until then.
Which tender portals does it read?
Costimate imports notices from TED, SAM.gov and UK Find a Tender by keyword and country. A tender from anywhere else, UNGM included, is added by hand or from a spreadsheet.
Does the AI set our prices?
No. It reads the tender, fills what the document states, lists the requirements and deliverables, and suggests the lines to price. A suggested line has no cost until a person prices it, and nothing is saved until you keep it.
Who sees our margins?
Only the people you give the pricing to. For everyone else the mark-ups, selling prices and submitted values are never sent: not on a screen, in a list, an export or a PDF. Costs stay open to the team.
Where is our data kept?
On servers in the European Union. Each company’s records are its own and are never mixed with another’s; files are private and served only to people who may open them.
Can you move us over from spreadsheets or another tool?
Yes. Clients, contacts, suppliers, products and more import from Excel, and we can do the move with you: ask for a migration.

Your next bid starts here.

Free for one seat and 5 opportunities. No card needed.

Start freeTalk to us