Proposal Preparation Process¶

Executive Summary¶

The Proposal Preparation Process is part of the Tender-to-Contract process wave. It defines how Algosure performs the controlled operating step that produces this outcome: Prepare proposal content, sections, evidence, drafts, reviews, and bid narrative using governed organizational context.

This is a business process specification. It does not define software implementation, API contracts, database schemas, or contract delivery beyond award transition.

Why This Exists¶

This process exists because tender-to-contract work must be repeatable, auditable, event-aware, approval-gated, and aligned to Domain ownership. The step prevents ad hoc execution by defining the Practice owner, Digital Professional responsibilities, Domain dependencies, AIOS orchestration behaviour, approvals, exceptions, KPIs, and audit evidence.

Owner¶

The owning Practice is Bid Management. The primary Digital Professional is Atlas. The Chief Product Officer and Enterprise Architect owns the process standard. Domains retain ownership of business facts.

Business Value¶

This process creates business value by helping the customer move from tender discovery toward contract award transition with clear accountability, reduced missed deadlines, stronger evidence, better decision quality, and measurable operating performance.

Domain Ownership¶

Domain	Ownership in Tender-to-Contract
Organization	Owns organization profile, capabilities, services, products, experience, people, resources, regions, and procurement preferences.
Opportunity	Owns tender opportunity records, tender sources, indexing, matching, qualification facts, saved tenders, watchlists, deadlines, briefing details, and opportunity recommendation records.
Compliance	Owns compliance facts, readiness state, tender-specific compliance requirements, verification, expiry, and compliance risk.
Bid	Owns bid workspace state, bid plan, bid tasks, proposal artefacts, SBD forms, pricing coordination records, approvals, submission packs, submission records, bid outcome, loss feedback, and lessons learned.
Contract	Owns awarded contract transition state after award or contract creation; delivery work is out of scope for this process wave.
Intelligence	Owns orchestration support, reasoning records, recommendations, confidence scoring, explainability, and memory coordination.
Notification	Owns notification requests, schedules, delivery, read status, reminders, and communication history.
Analytics	Owns analytical views, KPI snapshots, process performance summaries, and executive insight records.

Practices and Digital Professionals¶

Practice	Digital Professionals	Contribution
Executive Office	Ari, Ava	Coordinates priorities, approvals, escalations, executive briefings, calendars, reminders, and decision support.
Business Analysis	Orion	Interprets organization fit, capability evidence, experience relevance, and business readiness.
Compliance	Lex	Reviews compliance readiness, tender requirements, expiry, risk, and corrective actions.
Procurement Intelligence	Nova	Discovers, indexes, analyses, matches, qualifies, and recommends opportunities.
Bid Management	Atlas	Leads bid workspace creation, planning, proposal preparation, submission readiness, packaging, submission records, and outcome capture.
Contract Delivery	Forge	Receives award transition context and prepares the contract handoff without modelling delivery.
Funding	Beacon	Reviews funding exposure where tender pursuit, pricing, or award transition creates cash-flow risk.
Business Intelligence	Pulse	Tracks process KPIs, win/loss signals, executive reporting, and performance insights.

Primary Boundary¶

Bid owns proposal artefacts; Organization and Compliance own source facts used in proposal sections.

Trigger¶

Bid plan requires proposal artefacts.
Human request from the customer CEO or delegated user.
AIOS event orchestration from a prior Tender-to-Contract process state.

Inputs¶

Input	Source Owner
Organization profile, capabilities, services, products, experience, regions, and preferences	Organization Domain
Tender record, source, deadlines, requirements, briefing details, and recommendation state	Opportunity Domain
Compliance readiness, document status, expiry, tender-specific requirements, and compliance risk	Compliance Domain
Bid workspace, tasks, artefacts, approvals, submission pack, outcome, and lessons	Bid Domain
Reasoning, recommendations, confidence scores, explainability, and memory proposals	Intelligence Domain

Procedure¶

AIOS receives the trigger and creates or updates the process instance.
AIOS assembles authorized context from Bid, Organization, Compliance, Bid, Intelligence, Notification, and Analytics where relevant.
Atlas receives a scoped work packet with SOP, task objective, evidence requirements, guardrails, and deadline.
Atlas performs the assigned analysis, preparation, coordination, or review within Bid Management authority.
Supporting Digital Professionals contribute only where their Practice expertise is required.
AIOS checks confidence, missing evidence, policy constraints, deadline risk, and approval thresholds.
High-impact outputs are routed to the authorized human approver through Ari and Ava where executive coordination is required.
Approved outcomes are recorded through the owning Bid workflow or the relevant Domain workflow.
Notification sends reminders or communications only when requested by the process or event policy.
Analytics captures KPI signals and process performance summaries.
AIOS records audit evidence and proposes memory updates when approved learning is available.

AIOS Orchestration¶

sequenceDiagram
    participant Event as Trigger/Event
    participant AIOS as AIOS
    participant Lead as Atlas
    participant Domains as Source Domains
    participant Human as Human Approver
    participant Audit as Audit Trail
    Event->>AIOS: Start or advance process
    AIOS->>Domains: Request authoritative context
    Domains-->>AIOS: Domain-owned facts and events
    AIOS->>Lead: Delegate scoped process task
    Lead-->>AIOS: Output, evidence, confidence, exceptions
    AIOS->>Human: Approval package when required
    Human-->>AIOS: Approve, reject, or request revision
    AIOS->>Audit: Record process execution and decision

Events¶

Event	Trigger	Primary Consumers
ProposalPreparationProcessStarted	Process trigger accepted.	AIOS, Bid Management, Executive Office
ProposalPreparationProcessTaskAssigned	Work packet assigned to Atlas.	Atlas, AIOS
ProposalPreparationProcessApprovalRequested	High-impact decision or external commitment requires approval.	Ari, Ava, human approver
ProposalPreparationProcessCompleted	Required process outcome is recorded.	Analytics, Executive Office, next process step
ProposalPreparationProcessExceptionRaised	Process cannot continue normally.	Ari, owning Practice, AIOS governance

Process States¶

stateDiagram-v2
    [*] --> NotStarted
    NotStarted --> Triggered
    Triggered --> InProgress
    InProgress --> WaitingForInput
    WaitingForInput --> InProgress
    InProgress --> WaitingForApproval
    WaitingForApproval --> Approved
    WaitingForApproval --> Rejected
    WaitingForApproval --> RevisionRequested
    RevisionRequested --> InProgress
    Approved --> Completed
    Rejected --> Closed
    InProgress --> ExceptionRaised
    ExceptionRaised --> Escalated
    Escalated --> InProgress
    Completed --> [*]
    Closed --> [*]

Human Approvals¶

Approval Point	Required When	Approver
Pursuit or strategic decision	The process changes bid/no-bid position, priority, or external commitment.	Customer CEO or delegated executive approver
Compliance-sensitive conclusion	The process relies on compliance claims, readiness, or eligibility.	Authorized compliance owner
Financial or pricing exposure	The process affects price, funding, cash flow, or commercial commitment.	Authorized financial approver
External submission or communication	The process sends material information outside the customer organization.	Authorized business representative
Durable memory update	The process creates learning that affects future reasoning.	Owning Practice or Domain-aligned reviewer

Exceptions¶

Exception	Response
Missing source facts	Pause material action and request the owning Domain or human owner to provide evidence.
Conflicting facts	Escalate to the owning Domain and prevent source mutation until resolved.
Low AI confidence	Route to Ari, the Practice lead, or authorized human reviewer with uncertainty clearly explained.
Deadline risk	Notify Ava and Ari; escalate to the human decision owner when submission or briefing risk is material.
Approval not granted	Stop the high-impact step, record reason, and revise or close the process path.

KPIs¶

KPI	Definition
Cycle time	Time from trigger to completion for the process step.
SLA adherence	Percentage of instances completed within expected operating window.
Exception rate	Percentage of instances requiring exception handling or escalation.
Approval latency	Time waiting for required human approval.
Audit completeness	Percentage of instances with required evidence, events, decisions, and outcomes recorded.

Audit Evidence¶

Trigger event and process instance ID.
Context sources and Domain references used.
Work packet assigned to Atlas.
AI reasoning summary, confidence score, and explanation where applicable.
Human approval package and decision record where required.
Events emitted or consumed.
Exceptions, escalations, retries, and resolution.
Final process outcome and handoff record.

Collaboration¶

The primary collaborator set includes Ari, Ava, Orion, Lex, Nova, Atlas, Forge, Pulse, and Beacon where relevant. Collaboration must preserve Domain ownership and Practice accountability. Supporting Professionals contribute analysis, review, reminders, reporting, funding exposure, or transition support without taking ownership of source facts.

Operating Principles¶

Domains own source facts, lifecycle state, business rules, and domain events.
Practices own SOPs, process execution quality, operational capability, and process KPIs.
AIOS orchestrates execution, context, delegation, events, approvals, audit, and exception routing.
Digital Professionals execute assigned process tasks within authority and guardrails.
Humans approve high-impact decisions, external commitments, submission actions, and material risk acceptance.
Analytics reports process performance but does not own process facts.
Notification delivers communications and reminders but does not own the business facts being communicated.
Contract delivery begins only after the Contract Award Transition process; this wave does not model contract delivery.