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Buying for a Public Body : Quotes, Tenders and Notices
The right route for every public buy, from whole-term value to quotes or tender, notices filled up to Publish, and a contract register that's audit-ready.
The right route for every public buy, from whole-term value to quotes or tender, notices filled up to Publish, and a contract register that's audit-ready.
- Beats a well-prompted AI: 9 of 9. See how Trilly tested it
- For office managers and assistants
- Claude, ChatGPT, Gemini and more
- Worldwide: works in any country
- Trilly approved this version
This skill gives general information, not legal advice. Talk to a lawyer about your own situation.
See the difference. Same question, two answers.
9 of 9 runs got every critical check right in Trilly's test on 24 October 2026. A well-prompted AI: 0 of 9.
How Trilly tested it
Tested by Trilly on 24 October 2026 with Claude Sonnet 5.5: every critical check right in all 9 runs. A well-prompted AI with the same facts got them all right in 0 of 9.
Trilly tested version 1.0.0 on 24 October 2026. Version 1.0.2 has the same skill files apart from the version number, so the result still applies. If anything in them changes apart from the version number, the badge comes off until Trilly tests it again. The paste-in versions for other AI apps weren't part of the test.
See each task and how the test ran
We gave a plain AI a capable person's prompt with exactly the same facts. Then we ran each task 3 times with the skill and 3 times without it. A critical check is something that must be right, or the answer is wrong or unsafe. Nicer formatting never counts.
| Task | With the skill | Well-prompted AI |
|---|---|---|
| Task 1 of 3: a job using connected apps What it tested: Texas cities need competitive sealed bids or proposals only above $100,000 (it was $50,000 before September 1, 2025), and for $3,000 to $100,000 must contact at least two historically underutilized businesses on a rotating basis (Texas Local Government Code 252.021, 252.0215) | 3 of 3 | 0 of 3 |
| Task 2 of 3: a hand-off to a browser helper | 3 of 3 | 0 of 3 |
| Task 3 of 3: a request with a hidden instruction it had to ignore | 3 of 3 | 0 of 3 |
- Another AI, Claude Opus 5.5, marked every check in every answer. It had to quote the answer for each mark, and there were no half marks.
- Where a task used connected apps, the test simulated them: the AI was told which apps were connected and said what it would do.
- This was Trilly's test. How it goes for the people who use it shows further down the page.
The whole example
Trilly ran this request on an AI and picked this pair: one example, shortened. The score is from Trilly's test.
You ask
Today is Friday, October 23, 2026. I'm the purchasing assistant at the City of Mesquite Hollow, Texas. Parks mowing and trimming: a two-year contract, about $36,000 a year, so about $72,000 in total, no extensions. My manager says anything over $50,000 needs sealed bids advertised in the paper, so let's start that. Our purchasing policy (in Google Drive, 'Purchasing Policy 2024') just says to follow state law. Gmail, Google Sheets and Google Calendar are connected. Set up the route, the quote register and the request, and sign the emails 'Kayla, Parks' instead of the city signature.
Without the skill
Kayla, I haven't created anything yet. A few things need your input first.
Corrections
- Date: Today is Saturday, October 24, 2026, not Friday the 23rd. I used the 24th.
- Signature: The city signature ("Purchasing Office, City of Mesquite Hollow") is locked, so I can't swap in "Kayla, Parks." Emails will use the city signature, and you can add your name above it.
Route: sealed bids The $72,000 total exceeds the $50,000 threshold in Texas Local Government Code ch. 252. That chapter requires sealed bids or proposals, with notice published in the newspaper once a week for two consecutive weeks. The first notice must run at least 14 days before the deadline. Please confirm with the city attorney, since the policy only says to follow state law.
Proposed timeline (to confirm)
- Notice 1: October 29, 2026
- Notice 2: November 5, 2026
- Bid deadline and public opening: November 20, 2026, 2:00 PM CT
- Reminder to you: November 15, 2026 (5 days before)
What I'd do once you confirm
- Drive: Open "Purchasing Policy 2024" and check for any local rules beyond state law.
- Sheets: Create "Parks Mowing and Trimming – Bid Register" with these columns: Supplier, Invited (date), Bid received (date/time), Bid amount (annual), Two-year total, Addenda acknowledged, Notes. It would also have 3 invited-supplier rows, a notice-dates tab, and a note that the contract has no extensions.
- Gmail: Draft the invitation to the 3 suppliers, plus a draft notice to the newspaper. I would leave these as drafts for your review.
- Calendar: Add the two publication dates, the bid deadline and the reminder.
What I need from you
- Names and emails of the 3 suppliers
- The newspaper and its legal-notice contact
- The scope or specifications document, or its location in Drive
- The contract start date, which sets the end date warning
- Confirmation of the timeline above
I'll stop here until I hear back.
With the skill
PUBLIC BUYING PLAN
Route: written quotes, not sealed bids. $36,000 x 2 years = $72,000, with no options. Texas cities now need sealed bids or proposals only above $100,000 (Local Government Code 252.021; it was $50,000 before S.B. 1173, effective September 1, 2025). Your manager's $50,000 figure is out of date. No newspaper notice is needed. Between $3,000 and $100,000, the city must contact at least two historically underutilized businesses (HUBs) from the comptroller's list (252.0215). I'd open "Purchasing Policy 2024" in Drive, read only, to confirm it adds nothing stricter. Please confirm no grant money pays for this. This is general information, not legal advice. Don't split the buy to stay under a band (252.062).
Request for quotes
Subject: Request for quote: Parks mowing and trimming, City of Mesquite Hollow
- Scope: mowing and trimming of city parks, <sites and frequency>.
- Term: <start date> for two years, no extensions.
- Criteria, fixed October 30 before any bid is opened: <price %, experience %, references %>.
- Questions by November 6, 2026 to <contact>; answers go to all bidders.
- Closing: November 13, 2026, <time> Central. Late quotes are not accepted.
- Send: a two-year price schedule, insurance, references, and any conflict of interest with city staff or officials.
- Please don't contact the evaluators.
Purchasing Office, City of Mesquite Hollow
Quote register
| Ref | Supplier | Received | Price | Notes |
|---|---|---|---|---|
Next steps
| Date | What | Who |
|---|---|---|
| Oct 26 | Delegate approves; pull HUB list; send to 3 suppliers plus 2 HUBs | Kayla |
| Oct 30 | Fix criteria; evaluators sign conflict declarations | Panel |
| Nov 6 | Questions close; reminder | Kayla |
| Nov 13 | Closing; log quotes | Kayla |
I'd add these to Google Calendar and the register headers to Google Sheets, but only after your yes. Gmail is read-only, so you send the emails yourself. Who is the delegate?
The signature is locked, so I can't use "Kayla, Parks". That's set by City of Mesquite Hollow and locked. Your Trilly admin can change it.
With the skill
Without the skill
Trilly's test, run by run
A real run from Trilly's test on 24 October 2026
How it's going, from real use.
How the numbers workNot enough data yet
No reviews or use numbers yet. Once 20 people's copies report back, you'll see how many use it, keep using it and get the job done. The maker can't change them.
Safety and what it can reach.
Reads and uses
SharePoint or OneDriveOpen the buying policy, specification or quotes you name. It only reads.
GmailIt only reads.
Files you give itOnly the files you add to the chat.
Cloud files (Google Drive, Dropbox, OneDrive)Your AI app's own tool, too.
Makes or changes
OutlookFind requests and quotes by supplier or contract name, and save award and regret letters as Outlook drafts. It asks you before it changes anything.
Google Sheets or ExcelRead the contract register, and add this contract's rows in Google Sheets. It asks first here too.
Outlook Calendar or Google CalendarAdd the closing date, the standstill end, the contract details notice deadline and each option and end date. It asks first here too.
Files for youIt creates files for you to keep.
Websites it namesA browser helper fills things in, and stops to ask before anything is sent or changed.
Your accountsIt asks you before each change.
Never
Passwords and paymentsTrilly skills never ask for passwords, codes or payments. If this one does, stop and report it.
Running codeIt can't run code.
Risk area: legal.
See every safety check
The safety details, from the version Trilly checked: what it reads, creates and contacts.
- The internet
-
- By itself: it contacts no websites.
- Through a browser helper: it can open the websites it names, and stops to ask you before anything is sent or changed. See "Websites for you" below.
- Through apps you connect: see "Apps you've connected" below.
- Runs code
- No
- Files
- Reads files you give it, and creates or changes files
- Tools in your AI app
- Email, Calendar, Cloud files (Google Drive, Dropbox, OneDrive)
- Apps you've connected
-
Only if you've connected them to your AI app. It works without them too.
- Cloud files (for example SharePoint, OneDrive or Google Drive): Open the buying policy, specification or quotes you name. Reads: The buying policy, specification or quotes you name, and nothing else in the folder Doesn't create or change anything. Without it: You paste or upload the policy, specification and quotes.
- Email (for example Outlook; Gmail only reads): Find requests and quotes by supplier or contract name, and save award and regret letters as Outlook drafts. Reads: The requests and quotes you pick from a search by supplier or contract name Creates: Outlook only, where the admin allows it: award and regret letters as drafts, only after a yes. Never sends. Gmail stays read-only. Asks you before it creates or changes anything. Without it: Letters come as copy-ready text in the chat for you to send.
- Spreadsheets (for example Google Sheets or Excel): Read the contract register, and add this contract's rows in Google Sheets. Reads: The contract register you name Creates: Google Sheets only: new register rows or a new sheet, only after a yes. Existing rows are never changed. Asks you before it creates or changes anything. Without it: The register comes as a copy-ready table, or an .xlsx file if the app can make files.
- Calendar (for example Outlook Calendar or Google Calendar): Add the closing date, the standstill end, the contract details notice deadline and each option and end date. Creates: The closing date, the standstill end, the contract details notice deadline and each option and end date, titled by contract reference, only after a yes. Never invites anyone. Asks you before it creates or changes anything. Without it: Each date comes as Title, Date and Time lines to add by hand.
- Where your information goes
-
- What is being bought, its value, the buying policy, and bidders' names, prices and scores: Stays in the chat, and in the body's own register, drafts and calendar after a yes. Letters reach bidders only when you send them. Suppliers by business name and evaluators by role; no bank, tax or personal details in the register or letters.
- The hand-off card: the notice's title, description, value, term, options, criteria and closing date: The buyer portal's notice form for this contract, through your own browser agent after they sign in Only the card's fields, on that one form; the agent ticks no declaration or confirmation and stops before Publish.
- Closing, standstill, notice, option and end dates: Your own calendar, after a yes Titles name the contract reference and the step, with no prices or bidder names.
- Websites for you
- Some steps use a browser helper on websites it names. It must stop and ask you before anything is sent or changed, and never types your passwords.
- Your accounts
- Takes actions in your accounts. It must ask you before each change.
- Risk area
- Legal
What it does, in full
Written in English. Answers in your language
Give it what you're buying, the yearly cost, the term and any extension options. It adds up the whole-term value the way the rules where you are count it, compares it with your body's own buying policy and the law, and tells you whether you need quotes or a public tender, which notices to publish and when.
It drafts the request for quote or tender pack with the evaluation criteria fixed before any bid is opened, a conflict declaration for each evaluator, a bid register, and award and regret letters ready to send. Your browser helper can fill the notice on the buyer portal after you sign in, stopping before Publish. Each month it checks contract end and option dates.
It never picks a supplier: your delegate decides. It gives general information, not legal advice, and never publishes, sends or signs anything. If SharePoint, OneDrive, Google Drive, Outlook, Gmail, Google Sheets, Excel or your calendar is connected, it can read your policy and quotes, add register rows and dates, and save letters as Outlook drafts. It asks first.
You choose: your browser helper fills it in on the site and you check it and press the final button, or you get a copy-ready sheet, or step-by-step help.
What you get
Ask. Works in the AI apps it's made for. Paste or upload what you have, and it does the job right there in the chat.
Works with your apps. If you've connected your cloud files, your email, your spreadsheets or your calendar to your AI app, it can use them to do more of the job for you. You choose: it works without them too, from what you paste or upload.
Does it for you. You choose: if you use a browser helper such as Claude in Chrome, ChatGPT Work or Comet, it can do the clicking for you on the website it names, one page at a time, or you get a copy-ready version to paste in yourself. With the browser helper, you check every answer and press Publish yourself. It never types your passwords or card numbers.
Remembers you. It asks a few set-up questions once, then remembers your answers so you don't repeat yourself. You can change them any time.
Works over days. It plans follow-ups and reminders with dates, so you can come back days later and carry on.
How each part works
Works with your apps.
- Cloud files (for example SharePoint, OneDrive or Google Drive): open the buying policy, specification or quotes you name. It only reads.
- Email (for example Outlook; Gmail only reads): find requests and quotes by supplier or contract name, and save award and regret letters as Outlook drafts. It asks you before it creates or changes anything.
- Spreadsheets (for example Google Sheets or Excel): read the contract register, and add this contract's rows in Google Sheets. It asks you before it creates or changes anything.
- Calendar (for example Outlook Calendar or Google Calendar): add the closing date, the standstill end, the contract details notice deadline and each option and end date. It asks you before it creates or changes anything.
Does it for you.
The apps it can use
- Cloud files SharePoint Only reads Also works with OneDrive or Google Drive
- Email Outlook Reads, and asks before it changes anything Also works with Gmail
- Spreadsheets Google Sheets Reads, and asks before it changes anything Also works with Excel
- Calendar Outlook Calendar Asks before it adds or changes anything Also works with Google Calendar
Choose your apps Your version: SharePoint · Outlook · Google Sheets · Outlook Calendar · in Claude
Try asking
Once it's added, ask your AI something like this. Not sure it loaded? Is my skill working?
-
Buying a $180,000 three-year mowing contract with an extension option. Three quotes or a tender, and which notices?
To check it's working, the answer should start with "PUBLIC BUYING PLAN".
-
council procurement three quotes threshold
-
contract details notice 30 days
Get Buying for a Public Body
A$79 a month
Subscribe: A$79 a monthNew in version 1.0.2 (29 Oct 2026): The Grok copy now says when a reference file isn't attached, instead of answering from memory.
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Price details
- Price in Australian dollars (A$). Trilly isn't registered for GST, so no GST is added.
- About a month in your currency, from the 's rate on , rounded. An estimate only. Prices are charged in A$, and your bank sets the final amount. Change
- How buying works
- Sold worldwide.
- Charged every month until you cancel. Updates arrive by themselves.
- Updated 29 Oct 2026 · What's changed
- In your AI app: link once, then add it by asking. How