ContraVault AI cuts PCTL's tender/RFP Go/No-Go time by ~75-83%
(2-3 hours → ~30 minutes)

About Paharpur Cooling Towers

Paharpur Cooling Towers (PCTL) is an established engineering-led organization operating in high-stakes project environments where tender/RFP decisions must be made with speed, accuracy, and cross-functional alignment. They design and manufacture industrial cooling towers and heat-exchange solutions for large-scale infrastructure and process industries.

With multiple internal stakeholders involved in each tender/RFP - commercial, engineering, finance, and legal - early-stage tender/RFP review becomes the critical point where time and interpretation risk can either accelerate the opportunity or slow it down.

PCTL uses no software beyond the Microsoft suite. The team is notably conservative about external tools - yet they have chosen to trust ContraVault AI as a system that supports real tender/RFP decisions.

PCTL is adopting ContraVault AI as a core layer for tender/RFP project review across teams.

Workflow Review

In a workflow review call, Apratim Sen (Sales Head, Dry Cooling - PCTL) met with the ContraVault team - Vaishnavi and Tanmay - to share how PCTL is using ContraVault AI for tender/RFP work today and what they want to scale next.

This case study focuses on two proof points: tender/RFP-grounded Search and Go/No-Go decision support, framed in a challenge → solution → results style.

Opportunity

Before ContraVault AI, retrieving specific tender/RFP information was a high-effort task. Teams had to manually locate clauses across a tender/RFP package, interpret them under time pressure, and then summarize findings to leadership and tender owners. This slowed down decision-making - especially during early-stage qualification when fast "should we pursue this tender/RFP?" clarity is essential.

For PCTL, two problems were common:

Decision-critical tender/RFP information took too long to retrieve and validate.
Tender/RFP review quality depended heavily on individuals - what they searched, what they missed, and how well they connected context across documents.

Solution

PCTL implemented ContraVault AI as a single workspace for tender/RFP review - built to speed up retrieval, standardize qualification, and minimize re-work.

Go/No-Go becomes faster - and harder to miss key factors

Apratim shared earlier, Go/No-Go Analysis typically took 2—3 hours. With ContraVault AI, PCTL now completes it in about 30 minutes.

More importantly, Apratim emphasized that ContraVault AI helps ensure all key qualification factors get analyzed without misses, which was harder to guarantee manually when tender/RFP review was distributed across people and documents.

Search becomes usable in tight RFP timelines

PCTL earlier relied on manual PDF search. Now using ContraVault AI, finding what they need is faster and more convenient.

With ContraVault AI: ~5 minutes
Earlier (manual PDF search): ~20—25 minutes

Tender/RFP review time, averaged for standard checks

Apratim shared that for the standard tender/RFP items reviewed through ContraVault AI, PCTL now takes about 2 hours, compared to 5—8 hours earlier.

Apratim added a key clarification: PCTL also reviews some non-standard tender/RFP items separately, and those are not covered inside ContraVault AI currently - so this comparison is strictly for the standard checks they run through the platform.

A shared system for multi-team tender/RFP collaboration

Apratim also described ContraVault AI becoming PCTL's AI Tender/RFP system where divisional teams can collaborate and run their functional checks together.

The intent is for the finance team, legal team, business team, and engineering team to work on tender/RFP packages in one place - so commercial, technical, risk, and compliance checks happen faster. Apratim mentioned that this shift de-risks errors in any tender/RFP decision is missed, because the review context is consolidated and easier to track end-to-end.

Impact (with efficiency represented in %)

1) Go/No-Go speed (single tender/RFP):

Time reduced from 2 - 3 hours → ~30 minutes
~75 - 83% faster Go/No-Go completion (time cut by ~75—83%)

2) Search speed (finding tender/RFP clauses):

Time reduced from ~20 - 25 minutes → ~5 minutes
~75 - 80% faster clause retrieval via Search

3) Overall efficiency on standard tender/RFP checks (Go/No-Go, Search, Synopsis):

Time reduced from ~5 - 6 hours → ~2 hours
~60 - 67% reduction in review time, which translates to ~150 - 200% efficiency increase (i.e., 2.5× to 3× faster throughput for those standard checks)

4) Review quality:

Higher consistency in standard tender/RFP evaluation, with fewer missed qualification factors due to a structured, centralized workflow

Why This Matters

PCTL's story highlights a key marker of enterprise-grade tender/RFP adoption: trust plus repeatability.

When a conservative organization that avoids most external tools chooses one platform to support tender/RFP decisions, it isn't because the software is "nice to have." It's because it becomes operationally credible.

ContraVault AI is helping PCTL move from:

"We'll search and interpret tender/RFPs manually and hope we didn't miss something"

"We can retrieve decision-grade tender/RFP answers quickly and qualify opportunities with confidence - together, as one team."