Prepare your AI offer for a public-sector buyer
A public-sector buyer needs enough information to assess your AI offer in the context of its responsibilities. A polished demonstration is only one part of that decision. Prepare a clear account of the business need, operating arrangements and evidence behind the proposal.
Editorial responsibility: Nardus Oelofse, Chief Consultant.
By Chase & Marshal
Begin with the agency problem
Describe the specific work your offer supports and the people affected. Explain how it fits the agency's existing process, what changes and what remains under its control. Avoid presenting AI as the benefit in itself.
New Zealand Digital Government's GenAI procurement guidance calls for consideration of business needs, evaluation criteria, risk and the full procurement lifecycle. Treat that as useful context for understanding a buyer's questions, then establish the particular requirements of the agency and procurement you are responding to.
Make the evidence easy to inspect
Separate demonstrated capability from proposed development. Show the test conditions, the kinds of cases evaluated, known limitations and the review required. Explain what a result means for the actual task instead of relying on a broad model-performance claim.
For an illustrative document-assistance proposal, provide a representative workflow, the approved information sources, examples of acceptable outputs and a method for checking omissions. The buyer can then assess whether the system supports its work and what additional testing is needed.
Explain operating responsibilities
Document who manages access, approves changes, maintains reference information and responds to incidents. Describe where information is processed, how retention is controlled and which other providers are involved. Make dependencies visible before they become contract surprises.
Include what happens when the service changes or ends. A buyer needs to understand how information can be exported or removed, how work continues during an interruption and which responsibilities sit with each party. These details help turn an attractive idea into a proposal that can be evaluated.
Agree the route from trial to adoption
Define the evidence required for a pilot to progress. Identify acceptance criteria, decision-makers and the commercial assumptions that change at scale. Keep a record of unresolved questions so they can be answered during the procurement process.
The agency may have requirements beyond general guidance, including its own policies and contractual conditions. Ask early and answer precisely. A credible supplier helps the buyer understand the offer, assess the uncertainties and make a decision it can explain.
Questions answered
Does following general guidance make a product approved for government use?
General guidance helps frame the discussion. The agency must assess the specific offer and procurement requirements. Describe your evidence and capabilities accurately rather than implying a blanket approval.
Related
Sources
Sources supporting the factual statements in this article. Findings should be read within their stated dates, geography and scope.
- Artificial Intelligence (AI) | Version: 2025 (en). standards.digital.govt.nz. Publication date not supplied.
Make your AI proposal easier to assess
We can help organise an AI proposition around the buyer's decision, clarify responsibilities and prepare practical governance material for the engagement.
