AI Generated Content Disclaimer

1. Nature of AI-Generated Content

BidReady uses artificial intelligence (AI) technology, specifically OpenAI's large language models (GPT-4o Mini), to analyze tender documents and automatically generate:

• Extracted requirements and eligibility criteria
• Lists of mandatory documents
• Tender deadlines and submission methods
• Readiness scores and go/no-go recommendations
• Disqualifying factors and evaluation criteria
• Supplier category classifications
• Submission checklists

What is AI-Generated Content? This is content produced automatically by machine learning algorithms, NOT manually reviewed or verified by humans. It is generated based on patterns in training data and may contain errors, hallucinations, or inaccuracies.

This is NOT professional advice. AI-generated content is provided for informational and assistive purposes only. It should NOT be considered as:

• Legal advice
• Financial advice
• Professional tender compliance advice
• Government or procurement guidance
• Binding interpretation of tender documents

2. Specific AI Limitations and Known Issues

2.1 Common AI Errors in Tender Analysis

AI systems can make the following types of mistakes:

• Hallucinations: Generating requirements that don't exist in the document
• Misinterpretation: Misunderstanding complex or ambiguous language (e.g., "not less than 3 years experience" vs "at least 3 years")
• Date Errors: Extracting incorrect deadlines, especially when formats are ambiguous (e.g., "15/03" could be March 15 or May 3 depending on date format)
• Amount Errors: Misinterpreting currency, amounts, or payment terms
• Context Loss: Missing contextual nuances that qualify requirements (e.g., "must have" vs "should have" vs "preferably")
• Language Limitations: Struggling with complex sentence structures, legal jargon, or technical specifications
• Document Format Issues: Having difficulty with scanned PDFs, multiple columns, or unusual formatting

2.2 Format and Document Limitations

• Scanned Documents: We cannot process image-based/scanned PDFs without OCR. Please use text-based PDFs or Word documents
• Document Quality: Poor quality documents, excessive formatting, or unusual layouts may reduce accuracy
• Very Long Documents: Documents over 30,000 words may have truncated analysis
• Multiple Languages: Documents with mixed languages may have reduced accuracy
• Complex Tables: AI may struggle to extract data from complex tables or matrices

2.3 Technical Limitations

• Knowledge Cutoff: AI models have a training data cutoff and may not reflect recent regulatory changes
• Confidence Scores: Confidence scores are statistical estimates, NOT accuracy guarantees
• Non-Deterministic: Re-running analysis on the same document may produce slightly different results
• Context Window Limitations: Very detailed requirements in multiple pages may be partially missed

3. South African Context and Legal Considerations

BidReady operates in South Africa and users are bound by South African laws. Important considerations:

3.1 Government Tenders (GEMs, Tender Portal)

• BidReady analysis is supplementary only - always verify against official government tender documents
• Government tender requirements are strictly enforced - ANY error can result in bid rejection
• B-BBEE criteria and scoring are complex and may change - verify current requirements with procurement officials
• POPIA compliance in tender submissions is mandatory - ensure your data handling complies with POPIA Act

3.2 B-BBEE and Compliance Requirements

• B-BBEE requirements change frequently - always verify current levels and thresholds
• AI may misinterpret complex B-BBEE scorecards - consult with a B-BBEE verifier if uncertain
• Tax compliance, CIPC registration, and financial requirements must be verified independently
• CSD registration and supplier list inclusion must be confirmed directly with government databases

3.3 Tender-Specific Risks

• Tender Amendments: Always check for tender amendments or addenda - AI analysis may miss updates
• Site Visit Requirements: Site visits may have specific dates/times that are critical - verify directly
• Bid Security: Bid bonds or deposits have specific requirements - verify amounts and validity periods
• Conflict of Interest: AI may miss subtle conflict of interest clauses - review carefully
• Quality Assurance Specifications: Technical specifications are often complex - obtain clarifications from procurement

4. Your Explicit Responsibilities and Obligations

By using BidReady, you explicitly acknowledge and agree that YOU are solely responsible for:

4.1 Verification

• Verifying EVERY extracted requirement against the ORIGINAL tender document, word-for-word
• Confirming ALL deadlines in multiple locations within the document
• Double-checking amounts, percentages, and financial requirements
• Verifying mandatory document lists completeness
• Confirming eligibility criteria applicability to your organization
• Reviewing disqualifying factors for potential conflicts

4.2 Professional Consultation

• Consulting with legal professionals for complex or ambiguous requirements
• Seeking tax advice if financial compliance is required
• Engaging B-BBEE verifiers if B-BBEE requirements are involved
• Contacting procurement officials for clarifications or amendments
• Consulting industry specialists for technical requirement interpretation

4.3 Compliance and Submission

• Ensuring your bid response complies with ALL requirements
• Submitting documents correctly (certifications, original vs copies, etc.)
• Meeting all deadlines and submission methods
• Maintaining required evidence and documentation
• Complying with all legal and regulatory obligations

4.4 Final Decision-Making

• Making final go/no-go decisions yourself, not relying on BidReady's recommendation
• Considering business factors beyond BidReady's analysis
• Assuming all risk and liability for tender submission decisions
• Understanding that BidReady is a tool to assist, not to make decisions

5. What BidReady Does NOT Do

• Does NOT provide legal advice about tender requirements
• Does NOT help with proposal writing or bid response drafting
• Does NOT calculate B-BBEE scores or verify compliance
• Does NOT provide tax or financial advice
• Does NOT guarantee tender success or qualification
• Does NOT monitor tender amendments or addenda
• Does NOT provide direct contact with procurement officials
• Does NOT ensure 100% accuracy in extraction
• Does NOT cover ALL tender content (some requirements may be missed)
• Does NOT replace professional advisors

6. How to Use BidReady Responsibly

6.1 Best Practices

1. Read Original First: Start by reading the original tender document yourself
2. Use BidReady as Assistant: Use BidReady to identify key sections and requirements
3. Verify All Output: Check every extracted item against the original document
4. Look for Amendments: Check for tender amendments or addenda that occurred after upload
5. Understand Confidence Scores: Low confidence items need especially careful verification
6. Check Dates Multiple Times: Dates are critical - verify in multiple locations
7. Consult Experts: For complex requirements, consult with qualified professionals
8. Document Your Verification: Keep records of your verification process for audit trails
9. Don't Rely Solely on Checklist: The generated checklist is a starting point, not a guarantee
10. Make Your Own Decision: Make final go/no-go decisions based on your judgment and risk tolerance

6.2 Red Flags Requiring Additional Review

Pay special attention to BidReady analysis if you see:

• Many requirements with low confidence scores (<70%)
• Unclear or missing submission methods
• Complex B-BBEE or financial requirements
• Technical specifications that seem unusual or unclear
• Ambiguous eligibility criteria
• Large gaps between document pages in extracted content
• Potential conflicts of interest or unusual requirements

7. Accuracy Limitations and Confidence Scores

BidReady provides confidence scores for each extracted item:

7.1 How Confidence Scores Work

• 90-100%: High confidence - usually accurate but still verify
• 70-89%: Medium confidence - significant verification needed
• 50-69%: Lower confidence - requires careful review and potential expert consultation
• <50%: Very low confidence - treat as uncertain, definitely requires verification

7.2 What Confidence Scores Mean

Confidence scores are NOT accuracy percentages. They indicate how confident the AI model is in its output, but:

• High confidence does NOT guarantee correctness
• Low confidence does NOT guarantee incorrectness
• They are statistical estimates, not accuracy measurements
• They can be misleading or overconfident
• You should verify all items regardless of confidence score

8. Intellectual Property and Document Handling

Your Documents: You retain all intellectual property rights in documents you upload. BidReady does not claim ownership.

Document Security:

• Uploaded documents are processed by OpenAI for analysis only
• OpenAI does NOT retain or store your documents after processing
• Documents are deleted from BidReady servers after 90 days
• Backup copies may be retained for 30 days for disaster recovery
• See our Privacy Policy for full details

AI-Generated Analysis: BidReady owns the analysis methodology and infrastructure, but analysis results are generated specifically for your documents.

9. No Liability for Reliance on AI Content

• Lost profits, revenue, or business opportunities due to bid rejection or disqualification
• Costs incurred in bid preparation based on incorrect BidReady analysis
• Reputational damage from tender failures
• Financial losses from missed deadlines or requirements
• Damage from inaccurate AI-generated content
• Costs of correcting AI errors or omissions
• Business decisions made based on BidReady analysis
• Any other damages, even if BidReady was advised of the possibility

This limitation applies to the maximum extent permitted by South African law, including the Consumer Protection Act and POPIA, except where liability cannot be excluded.

10. Consent and Acceptance

By using BidReady, you explicitly:

• Acknowledge that you have read and understood this entire disclaimer
• Accept all limitations and disclaimers herein
• Agree that you understand AI-generated content is NOT professional advice
• Confirm that you will verify all BidReady output
• Accept all risks associated with relying on AI analysis
• Understand that BidReady is not responsible for tender outcomes
• Agree to hold BidReady harmless for any issues arising from AI content use

Failure to understand or agree with this disclaimer means you should NOT use BidReady.

11. Updates and Changes

We may update this disclaimer to reflect:

• Changes to our AI models or analysis methodology
• New limitations discovered during operation
• Changes in South African law or regulation
• User feedback and identified issues
• Improvements to our service and accuracy

Continued use of BidReady after updates constitutes acceptance of the updated disclaimer.

12. Support and Contact

If you have questions or concerns about AI-generated content, accuracy, or this disclaimer: