1. Purpose and precedence
1.1 This NexGen | RFP Product Addendum (the “NexGen Addendum”) supplements the Master Subscription Agreement, the Order Form, the DPA, the AUP and the AI Addendum, and applies whenever Customer subscribes to or uses NexGen | RFP.
1.2 For NexGen-specific matters this NexGen Addendum prevails over the Master Subscription Agreement, except clauses 14, 30, 33 and 34 of that Agreement. The DPA prevails for personal data, and the AI Addendum for general AI matters unless this NexGen Addendum is stricter.
1.3 NexGen | RFP operates on the buy side of procurement, where fairness, evaluation integrity, conflicts of interest, auditability and award authority matter most. This Addendum is governance focused for that reason.
2. The Service
NexGen | RFP is an AI-assisted procurement and RFP management platform. Depending on subscription and configuration it may support procurement planning, RFP creation, requirements development, evaluation criteria design (mandatory, rated, technical, financial, corporate, security, legal), vendor communications and Q and A, bidder submissions, evaluation workflows, evaluator assignment, scoring, AI-assisted analysis, audit records and reporting.
3. BnR360's role
NexGen | RFP is a procurement decision support and workflow platform. BnR360 is not the procuring or contracting authority, evaluator, tender committee, procurement officer, bidder, legal adviser, auditor or final award authority by providing it. Customer remains responsible for its procurement process and final decisions.
4. Customer controls the procurement
Customer determines what is procured, the method, requirements, eligibility rules, mandatory and rated criteria, evaluation methodology, weighting, evaluators, bidders, disqualification, final scores and the award. NexGen | RFP supports these activities and does not replace Customer's legal or governance responsibility.
5. Procurement law
5.1 Customer is responsible for determining and complying with the procurement rules that apply to it, including rules on competition, transparency, fairness, equal treatment, public procurement, conflicts of interest, bid security, evaluation, debriefing, protest, audit and record retention.
5.2 BnR360 does not warrant that use of NexGen | RFP makes a procurement lawful, fair, competitive, compliant, defensible or protest-proof. Customer remains responsible for legal and procurement review.
6. RFP creation and drafting
6.1 NexGen | RFP may help create scope, background, requirements, deliverables, instructions, evaluation criteria, terms and timelines. AI drafting is advisory.
6.2 Customer is responsible for the accuracy and completeness of source information, including business requirements, technical specifications, budgets, legal and security requirements, procurement policies and incumbent information.
6.3 AI-generated RFP content may omit material requirements, contain incorrect legal language, create inconsistent clauses, introduce unsuitable requirements or misunderstand intent. Customer shall review all material content before publication. BnR360 does not warrant that drafted legal or procurement language is sufficient in Customer's jurisdiction.
7. Criteria design
7.1 Customer may define criteria and designate them mandatory, rated, both or neither. Customer is responsible for ensuring that they are relevant, clear, proportionate, procurement-related, non-discriminatory and capable of reasonable evaluation, and that the structure is lawful and suitable.
7.2 Customer shall not use undisclosed criteria where law or procurement rules require disclosure, design criteria to predetermine the winning bidder unlawfully, or set specifications that unlawfully favour a supplier, exclude competition or create unnecessary barriers.
8. Weights, formulas and framework changes
8.1 Customer may configure weights, pass or fail thresholds, minimum technical thresholds, normalised pricing formulas, combined technical and financial scoring and custom formulas. Customer is responsible for verifying and testing each before evaluation begins, and BnR360 does not warrant that a formula reflects procurement law, produces the intended outcome, is mathematically appropriate or is defensible.
8.2 A material change to criteria, weights, thresholds or formulas after publication or after evaluation begins may raise legal or fairness issues. Customer decides whether a change is permitted. Where technically supported, NexGen | RFP records changes to criteria, weights, formulas, evaluator assignments and scores, with what changed, who changed it and when, and retains the earlier version.
8.3 BnR360 recommends for higher-risk procurement that Customer lock the evaluation framework once evaluation begins and permit later change only with an authorised reason. This is an operational recommendation and not a universal legal requirement.
9. Vendors, eligibility and disqualification
9.1 NexGen | RFP may store vendor and bidder information and assist with eligibility review. It does not determine legal eligibility. Customer is responsible for eligibility rules, vendor verification, registration requirements and lawful collection, and makes final eligibility decisions.
9.2 Where AI identifies a possible mandatory failure, it is advisory and is shown as potential mandatory non-compliance requiring human review. Customer shall verify the requirement, the bidder's response and the procurement rules before any disqualification, and shall maintain meaningful human review of disqualification.
9.3 Unless expressly configured, lawful and approved by Customer, NexGen | RFP shall not issue a final disqualification solely on AI output.
10. AI-assisted evaluation and award
10.1 NexGen | RFP may help evaluators summarise responses, highlight evidence, suggest scores and identify gaps. These outputs are decision support. AI-assisted scoring does not replace evaluator judgment, is shown as a suggested score, and is separate from the evaluator's own score. Customer remains responsible for approved scores.
10.2 Customer shall not rely solely on AI to make the final contract award where human review or legal authority is required. Only an authorised Customer representative or procurement authority should approve the final ranking, preferred bidder, award or cancellation, and Customer should be able to explain decisions by the published criteria, the bidder submissions and evaluator judgment, and not merely by saying the AI selected a bidder.
10.3 AI summaries of bids may omit context or nuance. Evaluators shall review authoritative source submissions before material scoring decisions and shall verify evidence cited by AI. AI may occasionally generate an incorrect reference or infer evidence that is not present, and evaluators shall not knowingly rely on evidence that does not exist.
10.4 Where a score is changed, NexGen | RFP records, where supported, the prior value, new value, user, time and reason. A manual override is not improper in itself, but Customer is responsible for ensuring it is authorised, documented and consistent with procurement rules. Evaluator notes should be factual, relevant and professional and, where appropriate, tied to published criteria, and AI-drafted notes remain the evaluator's responsibility.
10.5 Where Customer uses consensus or independent scoring, Customer determines and configures the process to meet its rules.
11. Evaluators, conflicts and confidentiality
11.1 Customer is responsible for appointing evaluators, their independence, conflicts rules and understanding of criteria and instructions. Customer should require evaluators to declare actual or potential conflicts. Where a conflict-declaration workflow exists, Customer decides whether a declared conflict requires recusal, can be managed, or prevents participation, and shall ensure that conflicted evaluators are removed or restricted where required.
11.2 Customer shall ensure that evaluators protect bidder information, proposals, pricing, trade secrets and evaluation records. BnR360 is not responsible for an evaluator's judgment, bias, conflict, misconduct or scoring merely because the evaluator used NexGen | RFP.
12. Bidder confidentiality and evaluation structure
12.1 Bidder submissions may be highly confidential. Customer shall restrict access by role and need, shall not disclose one bidder's confidential information to another, and shall limit financial submissions to authorised personnel where rules require. Where Customer uses separate technical and financial evaluation, Customer is responsible for access separation. Where blind or anonymised evaluation is enabled, Customer decides whether it is appropriate and lawful.
12.2 Customer shall restrict access to pricing, proprietary technical information, trade secrets, evaluation records and security information.
13. Vendor questions, amendments, deadlines and submissions
13.1 NexGen | RFP may support bidder questions and Customer responses. Customer is responsible for their accuracy and legal effect and shall share material information with all bidders where rules require. AI-drafted responses must be reviewed before release and do not bind Customer until approved and issued by an authorised person.
13.2 A change made inside NexGen | RFP is not a legally effective amendment unless Customer follows its procurement process. Customer shall decide whether a change is a clarification, amendment or material change, and BnR360 makes no such determination.
13.3 NexGen | RFP may track deadlines. Customer is responsible for verifying dates, time zones, extensions and closing procedures, for the treatment of late submissions, and for applying its rules where a bidder claims a technical issue prevented submission. Submission records (timestamps, status, uploaded files, activity history) assist auditability and do not resolve legal disputes. Customer shall preserve original bidder submissions and record permitted post-submission modifications where required.
14. Financial, security, legal and corporate evaluation
14.1 Customer is responsible for verifying prices, totals, taxes, currencies, exchange rate source, date and method, discounts, formulas and normalisation, and for independently verifying material arithmetic before award. NexGen | RFP does not choose between lowest price, lowest compliant bid, best value or other methods, which Customer selects. AI may flag unusual pricing but does not decide that a bid is abnormally low or non-compliant.
14.2 Customer is responsible for security requirements, risk tolerance, and verification of bidder certifications, for legal criteria (AI legal analysis is not legal advice), and for verification of experience, financial capacity, references and organisational capability. BnR360 does not verify bidder references unless contracted to do so. Customer is responsible for debarment, suspension, exclusion and sanctions checks.
15. Integrity
Customer shall not use NexGen | RFP to facilitate bribery, kickbacks, bid manipulation, corrupt awards, cover bidding, price fixing, bidder coordination, market allocation, sham competition, fabrication of bids, falsification of evaluation records, concealment of conflicts, manipulation of scoring or creation of fraudulent audit records, and is responsible for ensuring that award decisions are not improperly influenced by unauthorised political, personal or financial interests.
16. Auditability, records and disclosure
16.1 NexGen | RFP is intended to support auditability through criteria versions, evaluator assignments, score history, comments, approvals and timestamps, depending on configuration. An audit trail does not itself show that a procurement was lawful and does not certify it.
16.2 Customer determines how long procurement records (RFPs, amendments, bids, Q and A, evaluation and award records, debriefings) must be kept. Government Customers may be subject to access to information or public records law, and Customer is responsible for disclosure duties and for exemptions that protect bidder information.
16.3 NexGen | RFP may help generate bidder debriefing information. Customer is responsible for compliance of debriefings with procurement law and confidentiality. BnR360 does not guarantee that use of NexGen | RFP will prevent protests, judicial review, challenges, complaints or audits. System records may help Customer respond to a challenge but are not legal conclusions.
17. Data protection, classified information and government requirements
17.1 Personal data is governed by the DPA and Privacy Policy. Customer is responsible for lawful processing of personal data of vendor representatives, evaluators, bidder personnel and references.
17.2 Unless expressly authorised in writing, NexGen | RFP shall not be used for classified or similarly restricted national security information. Requirements for specific hosting, government cloud, data residency, security accreditation, classified handling or enhanced audit must be stated in an Order Form or security schedule.
18. Governance, access and support access
18.1 Customer shall define who may approve the final evaluation, recommendation and award, may configure approval stages that match its authority framework, and should consider separating permissions for RFP authoring, evaluation, financial review and final approval.
18.2 Customer administrators may have broad rights. Customer is responsible for choosing trustworthy administrators and reviewing access. BnR360 personnel may access Customer Data only as reasonably necessary for support, security, maintenance and legal obligations, subject to confidentiality and the DPA.
19. Vendor portal and uploads
Where bidders access NexGen | RFP directly, Customer is responsible for invitations, access rights, communications and the procurement process. Bidder accounts must not be shared improperly. Bidders remain responsible for their submissions, accuracy, completeness and authority, and BnR360 does not guarantee that a submission is truthful, complete, satisfies criteria or contains authentic evidence. BnR360 may scan uploads for threats but does not guarantee detection. Some files may not process correctly because of format, corruption, encryption or structure. OCR and translation may be imperfect, and evaluators should consult originals and obtain human review where translation materially affects evaluation. Customer is responsible for accessibility requirements and accommodations in its procurement process.
20. Continuity, alerts, AI providers and reporting
20.1 BnR360 does not guarantee uninterrupted submission availability unless a service level agreement says so. Customer should keep contingency procedures for critical deadlines. BnR360 is not responsible for failures of Customer networks, email systems, external identity providers, independent procurement systems or AI Providers, as clause 14 of the Master Subscription Agreement provides. Alerts and reminders are convenience features, and Customer shall not rely on them alone for critical obligations.
20.2 AI Features depend on AI Providers, which the AI Addendum governs. Models may change, results may differ afterwards, and identical input may not produce identical output. Where available, factors or evidence behind a recommendation are shown, without a promise of complete explainability.
20.3 Reports and AI-generated narratives may contain inaccuracies or overstatements, and Customer shall verify and approve them before official use.
21. Indemnity, liability, suspension and change
21.1 Customer's indemnity in clause 31 of the Master Subscription Agreement extends to claims arising from Customer's procurement decisions, unlawful or discriminatory criteria, conflict failures, improper disclosure, bid manipulation, unlawful disqualification, final award decision and misuse of AI recommendations.
21.2 BnR360's liability is as clauses 14, 30, 33 and 34 provide. BnR360 is not responsible for procurement cancellation, failed procurement, bidder protest, unsuccessful negotiation, award reversal, procurement delay or Customer's award decision, or for the independent judgment, bias, conflict or misconduct of evaluators.
21.3 BnR360 may suspend access for security risk, fraud, bid manipulation, unlawful procurement activity, corruption, sanctions or serious breach of the AUP, and may update or restrict a feature for legal, security, AI or technical reasons.
22. In-product controls
NexGen | RFP will provide, where configured: an RFP publication approval confirming that an authorised person has reviewed the RFP, criteria, weights, timelines and instructions; an evaluation framework lock; a material evaluation change step requiring a reason and authoriser; scoring screens that show an AI-assisted suggested score separately from the evaluator's own score with accept, modify or independent entry; potential mandatory non-compliance flags with reviewer, decision, reason and date; and a final award approval step recording who approved it and when.
23. Law and contact
Nothing excludes rights or duties that cannot lawfully be excluded. Law and forum follow clause 42 of the Master Subscription Agreement. Contact: support@bnr360.com, H#C-40, Karachi University Staff Town, Karachi, Pakistan.