Proposal · Version 3 · Confidential
Bid Automation
Platform
Prepared for Cyntech Anchors Ltd - automating the bid-to-proposal workflow, end to end.
Oction LabsCalgary · PlantersvilleJune 2026 · 01 / 16
01 · The knowledge problem
Fifteen years of knowledge,
trapped in folders.
A coordinator reads 25-50 pages of a geotechnical report to find 10 pages of soil data, keys the parameters into the HPD spreadsheet by hand, and iterates pile configurations one at a time. 2,000 designs a year. Every one the same manual loop.

The problem is not a lack of knowledge. It is that the knowledge is not instantly accessible.

Every validated HPD configuration, every soil-profile reduction, every successful proposal lives in folders, spreadsheets, and human memory - never indexed, never searchable.
2,000
Designs / year
7–15k
Past projects on file
25–50
Pages read per report
10–20%
Arrive with no geotech
Oction LabsCyntech · Confidential02 / 16
The workflow · Monday.com IT-26016
One loop, thirteen steps,
closed end to end.
From geotechnical report ingestion at Step 1 to proposal delivery at Step 13. The manual data-shuffle between report, HPD, RFQ, Jennifer, the MCE, and the template - automated.
Steps 1–3
Ingest and reduce
Parse the geotech report. Extract pile count from drawings. Consolidate boreholes into design layers.
Steps 4–7
Design and iterate
Lateral assessment first (Step 4) - flag if L-pile is required before proceeding. Then axial design via HPD across 10–15 pile configurations, caps design, and preliminary pricing lookup. Rank the top three.
Steps 8–10
Price and quote
Auto-populate the RFQ. Route to Jennifer. Parse vendor pricing into the MCE. Roll up full BOM.
Steps 11–13
Assemble and deliver
Build the proposal in Cyntech format. Route to the PM for sign-off. Send to client.
Oction LabsCyntech · Confidential03 / 16
02 · The commercial case
The constraint is hours,
not demand.
Automatable hours
4,000–8,000
2,000 designs × 2–4 hrs each
Fully-loaded rate
$65/hr CAD
= $260k–520k gross capacity
Recovered · 60% conservative
$156k–312k
Recoverable capacity, per year
Total engagement investment
All three phases
$148k
Payback period
After Phase 1 go-live
First quarter
Today - re-pricing
When steel prices move, every outstanding proposal becomes manual re-work. Each coordinator who reopens an expired proposal is spending hours that should go to new designs.
With the platform
Re-run the RFQ, pull fresh vendor prices, regenerate commercial terms, flag the deltas to the PM - automatically. That recovered capacity is on top of the ROI calculation.
Oction LabsCyntech · Confidential04 / 16
03 · Deployment model
Three ways to deploy.
One owner of the data.
In every option Cyntech retains full data ownership and can export everything at any time.
Option 1
Cloud evaluation
Runs on Oction-managed cloud infrastructure, accessed via web portal. Token, compute, and storage metered and billed to Cyntech with full per-design cost transparency.
Best for · rapid evaluation, low-volume initial use
Recommended
Option 2
Oction-hosted cluster
Cyntech-purchased hardware, hosted in our secure facility. We manage power, cooling, maintenance, and the software layer. Data never touches shared cloud. Fixed monthly fee, no token metering, no surprise bills.
Best for · production at 2,000+ designs / year
Option 3
Cyntech-hosted cluster
Hardware deployed on-site in Calgary or Cyntech's preferred facility. Cyntech owns the hardware; Oction configures and maintains the software. Deterministic calculations run at zero marginal token cost.
Best for · full on-premise data control
Oction LabsCyntech · Confidential05 / 16
04 · Infrastructure and hardware
Hardware sized to the option.
OptionHardware and cost model
1 · Cloud evaluation
Mac Mini M4 · Oction cloud-hosted
 Mac Mini M4, 32GB - hosted and managed by Oction. Client-isolated vector DB and knowledge archive. Standard internet sufficient. Cyntech pays all cloud API costs directly. HPD math runs in deterministic Python at zero token cost.
2 · Oction-hosted
Mac Mini M4 → Mac Studio M4 Ultra
 Phase 1: one Mac Mini M4, 32GB, 1TB ≈ $1,700 CAD - hosted in the Oction secure facility.
Phase 2+: one Mac Studio M4 Ultra, 512GB, 16TB ≈ $23,000 USD - same facility, upgraded in place.
Hardware purchased by Cyntech. Oction manages power, cooling, maintenance, and all software. Fixed monthly fee. No token metering. No surprise bills.
3 · Cyntech-hosted
Mac Mini → Mac Studio Ultra
 Phase 1: one Mac Mini M4, 32GB, 1TB ≈ $1,700 CAD
Phase 2+: one Mac Studio M4 Ultra, 512GB, 16TB ≈ $23,000 USD
Hardware purchased by Cyntech; software managed by Oction.
Not included WiFi / network infrastructure (Option 3) · phantom integrations (RISA 3D) · third-party API fees beyond confirmed integrations
Oction LabsCyntech · Confidential06 / 16
05 · Engagement and billing
Two components. One fixed, one ongoing.
One-time build fee
Milestone-gated, fixed at signing
$148k
Monthly managed service
Starts after Phase 1 go-live
$10–12.5k/mo
ComponentMilestoneInvestment
Phase 1 · Data Ingestion Start hereWeek 0$18,000
Phase 1 · Portal deliveryWeek 9$22,000
Phase 1 · Benchmark and go-liveWeek 17$28,000
Phase 1 total$68,000
Phase 2 · Build8–10 weeks$45,000
Phase 3 · Build6–8 weeks$35,000
Total build fee$148,000
Monthly retainer - Option 1 (Cloud)After go-live$10,000 / mo
Monthly retainer - Option 2 (Oction-hosted)After go-live$12,500 / mo
Monthly retainer - Option 3 (Cyntech-hosted)After go-live$10,000 / mo
Billing philosophy
Cyntech bears all engagement costs. Oction never absorbs token, inference, or infrastructure costs, and never pays cloud API fees on Cyntech's behalf.
Payment schedule
Phase 1 bills at data ingestion (Week 0), portal delivery (Week 9), and benchmark & go-live (Week 17). Phase 2 and Phase 3 milestone structures are confirmed before signing.
All figures in CAD. Engagement begins at Phase 1 data ingestion (Week 0).
Oction LabsCyntech · Confidential07 / 16
05b · Monthly retainer - what is included
Every dollar of the retainer, line by line.
Option 1 · Cloud
$10,000/mo
Mac Mini M4 · Oction cloud-hosted
{[ ['Platform hosting','Mac Mini at Oction facility - power, cooling, maintenance'], ['Software maintenance','HPD twin, MCE engine, portal - patches and updates'], ['AI model updates','Quarterly retraining on new Cyntech project data'], ['Security monitoring','24/7 uptime monitoring, 95% SLA, incident response'], ['Cyntech support','Business hours support, bug fixes, minor feature requests'], ['Token costs','Billed separately at cost - PDF ingestion, similarity search'], ].map(([l,v]) => '')}
·
Platform hosting
Mac Mini at Oction facility - power, cooling, maintenance
·
Software maintenance
HPD twin, MCE engine, portal - patches and version updates
·
AI model updates
Quarterly retraining on new Cyntech project data
·
Security + uptime monitoring
24/7 monitoring, 95% SLA, incident response
·
Support
Business hours, bug fixes, minor feature requests
+
Token costs
Billed at cost separately - PDF ingestion and search only. HPD math is zero-token.
Option 2 · Oction-hosted Recommended
$12,500/mo
Mac Mini M4 Phase 1 → Mac Studio M4 Ultra Phase 2+
·
Everything in Option 1
All software, AI updates, monitoring, support
·
Dedicated hardware management
Oction manages Cyntech-owned hardware in our facility - power, cooling, hardware maintenance, upgrades
·
Zero token costs - ever
All inference runs on-device. No cloud API fees. No per-design metering. No surprise bills.
·
Data isolation guaranteed
Data never touches shared cloud infrastructure. Dedicated hardware = dedicated data.
·
Hardware upgrade path included
Phase 1: Mac Mini M4 ($1,700 CAD). Phase 2+: Mac Studio M4 Ultra ($23,000 USD). Oction manages the upgrade in place.
Option 3 · Cyntech-hosted
$10,000/mo
Mac Mini M4 Phase 1 → Mac Studio M4 Ultra Phase 2+
·
Software maintenance
HPD twin, MCE engine, portal - patches and updates
·
AI model updates
Quarterly retraining on new Cyntech project data
·
Security + uptime monitoring
95% SLA monitoring, incident response, remote support
·
Support
Business hours, bug fixes, minor feature requests
-
Hardware management
Not included. Cyntech manages their own hardware at their facility.
+
Token costs
Billed at cost. Once Mac Studio is on-site, inference is zero-cost.
Note Hardware costs (Mac Mini / Mac Studio) are one-time Cyntech purchases. Retainer covers software and management only. Token costs apply only to PDF ingestion and similarity search - not to HPD or MCE calculations.
Oction LabsCyntech · Confidential08 / 16
05 · Total cost summary
Two-year cost by scenario.
ScenarioYear oneYear two
Option 1 · Cloud $158,000
Build $68k + 9 mo retainer ($90k)
 $165,000
Retainer $120k + Phase 2 $45k
Option 2 · Oction-hosted $180,500
Build $68k + 9 mo retainer ($112.5k)
 $195,000
Retainer $150k + Phase 2 $45k
Option 3 · Cyntech-hosted ~$190,700
Build $68k + retainer $90k + hardware ~$32.7k
 $165,000
Retainer $120k + Phase 2 $45k
Year-one value recovered, all options
$156k–312k
Payback period, all options
First quarter
Oction LabsCyntech · Confidential09 / 16
06 · Phase 1 - the design loop
Steps 1–7: from PDF to ranked pile configs.
Steps 1–3 · PDF ingestion
Docling parser
Extracts soil bearing capacity, friction angle, groundwater depth from geotech PDFs. Pile count and spacing from structural drawings. Load matrix from design criteria sheets. 90%+ OCR confidence → auto-populate; else flag for PM.
Step 4 · Lateral assessment
L-pile flag before axial proceeds
System evaluates whether lateral loads govern the design. If L-pile analysis is required, it flags the project for PM review and pauses the pipeline. L-pile itself remains manual - this step ensures axial design never runs on a site that needs lateral first.
Steps 5–7 · Axial design and rank
HPD twin + caps + preliminary pricing
Step 5: Python HPD twin (372 rows of formulas) runs 10–15 axial pile configurations, dual-code US/Canada. Step 6: caps design (2 bearing stress equations). Step 7: preliminary pricing lookup via Neo4j. Safety factor check: capacity ≥ 2.0 × design load before PM sign-off.
Phase 1 timeline - weeks 0 to 17
milestone dates = billing trigger + phase start
Week 0
START
Data Ingestion
$18,000 · Engagement begins. HPD twin build starts.
Week 9
Portal Delivery
$22,000 · Working portal handed to Cyntech team.
Week 17
Benchmark + Go-Live
$28,000 · 80% accuracy gate cleared. Phase 1 closes.
Deliverable
hpd_engine.py + portal
Accuracy gate
80%+ vs Excel, 20 projects
Phase 1 fee
$68,000 CAD
Oction LabsCyntech · Confidential10 / 16
07 · Phase 2 - the pricing loop
Steps 8–10: from HPD output to full BOM cost.
Steps 8–9 · RFQ automation
Auto-populate and parse
Auto-fills RFQ_V2.00.00.xlsx across three templates: Pipe (shaft dia, wall thickness, length, qty, grade), Plate (size, sq ft, grade), Fastener (bolt size, stud set, qty, grade). Routes to Calgary and Plantersville shops. Docling parses vendor email responses back to structured pricing. Stored in Neo4j.
Step 10 · MCE twin engine
5,474 SKU lookup
Replicates Material Cost Estimate V2.20.00.xlsm. Core: Acumatica Stock ID table (5,474 SKUs). Cost roll-ups: Material + Assembly (Pipe Profile, Plasma Table, Welding, Helix Press). 8 work centers, 3 shifts, productivity rates. Truck stacking volume calculator. Markup tiers: Material 43%, Assembly 43%, Subcontract 20%.
Output
Full BOM with traceability
Generates: full BOM with costs, IWR (Internal Work Request), drawings list, freight estimate. Example (Willis Pool): Material $47,892 + Assembly $12,340 + Freight $3,200 = Grand total $63,432. Every line traceable: price → BOM → vendor quote → SKU → Acumatica cost → production time.
Timeline
8–10 weeks
Deliverable
mce_engine.py + RFQ automation
Dependency
Acumatica REST API access
Phase 2 fee
$45,000 CAD
Oction LabsCyntech · Confidential11 / 16
08 · Phase 3 - proposal assembly
Steps 11–13: from MCE output to print-ready PDF.
Step 12 · Template engine
LaTeX + headless Chrome
Auto-populates the Cyntech Helical Pile Proposal template: client name, project location, PM name, scope of work, pile schedule, pricing table, IWR Appendix A, drawings request list. Output: print-ready PDF in Cyntech format.
Step 11 · PM review gate
Sign-off before delivery
Routes to PM for approval before pricing is finalized. Required check: capacity ≥ 2.0 × design load. PM edits flow back into the BOM before the proposal is generated. Brandon Hindbo sign-off required on the first 5 proposals during validation.
Step 13 · Archive
Neo4j knowledge graph
Every artifact stored with full provenance: geotech report → soil profile → pile type → helix config → material SKU → vendor quote → Acumatica cost → production time → proposal. 7,000–15,000 past projects become instantly searchable for the next design.
Timeline
6–8 weeks
Deliverable
proposal_engine.py + Neo4j archive
Output
Single-click Run Pipeline
Phase 3 fee
$35,000 CAD
Oction LabsCyntech · Confidential12 / 16
09 · Technology stack
Every component purpose-built for Cyntech's workflow.
LayerTechnologyPurpose
PDF parserDocling (MIT open-source)Geotech reports, structural drawings, design criteria extraction - 90%+ OCR confidence gate
Calculation enginePython 3.11 + numpy + pandasHPD twin (372 rows) + MCE twin (5,474 SKUs) - deterministic, zero token cost per design
PDF outputPuppeteer + headless ChromePrint-ready proposal generation in Cyntech format
Knowledge graphNeo4j (dedicated instance)Project history, pricing trends, similar-project lookup, full artifact provenance
Vector DBQdrant (dedicated instance)Similar project retrieval, RAG for material specs
ERP syncAcumatica REST API5,474 SKU cost lookup, weekly price refresh
CRMZoho REST APIClient and PM contact sync
WorkflowMonday.com GraphQL APISteps 1–13 pipeline orchestration (IT-26016)
FrontendNext.js + shadcn/uiPM dashboard, proposal viewer, HPD config - self-hosted
AuthOAuth 2.0 + Tailscale VPNSecure access control, Cyntech-only access
Oction LabsCyntech · Confidential13 / 16
11 · Onboarding and protections
What Cyntech must provide.
What Oction guarantees.
Required from Cyntech - Phase 0
20 historical projects with geotech reports, HPD outputs, and MCE outputs for accuracy validation benchmark. Contact: Brandon Hindbo.
Acumatica REST API credentials or static CSV export of 5,474 SKU table, refreshed weekly.
Confirmation of corrosion rate formula (HPD "Lists" sheet has broken #REF! errors - needs verified formula based on soil pH + resistivity).
Option 3 only: confirmation of Mac Studio M4 Ultra procurement approval before Phase 2.
Oction guarantees
Milestone-based billing. Cyntech pays at defined milestones only. No open-ended time and materials. Each phase fee is fixed at signing.
95% platform uptime SLA. Oction guarantees 95% uptime for the hosted platform. Planned maintenance windows are scheduled outside Cyntech business hours.
Data ownership. All project data, models, and outputs belong to Cyntech. Full export at any time. No vendor lock-in.
Accuracy gate. Phase 1 does not go live until HPD twin achieves ≥ 80% match against 20 historical projects within tolerances: pile length ±1 ft, capacity ±5%, cost ±10%.
Zero token cost on HPD math. Deterministic Python calculations never hit an LLM. Token costs apply only to PDF ingestion and similarity search.
Oction LabsCyntech · Confidential14 / 16
The output · What Cyntech delivers to every client
CYNTECH ANCHORS LTD
Helical Pile Specialists · Calgary, AB · T2G 2M4
REF: CYN-2026-0847
June 16, 2026
Helical Pile Design Proposal
Project
Willis Pool Foundation
Location
Pillar, AB
Client
Town of Pillar Rec. Auth.
PM
B. Hindbo, P.Eng.
1 · Technical Considerations
Design standardNBCC 2015 + CFEM 3rd Ed.
Compression load90 kip per pile
Tension load22 kip per pile
Soil profileSM/SP 0–4.5m, GP 4.5m+
Groundwater3.2 m BGL
Pile count24 piles
2 · Recommended Configuration
Type Depth Helix Cap. Torque
3.5" SS175 9.5 ft 10-12-14" 200 kip 6,200 ft·lb
4.5" SS200 8.0 ft 12-14-16" 195 kip 5,800 ft·lb
SF: 2.22 · NBCC 2015 · Alt. configs available on request
3 · Commercial Summary
Item Qty Unit Total
3.5" SS175 pile24$1,890$45,360
Pile caps24$380$9,120
Assembly and fabrication--$12,340
Freight (Calgary to Pillar)--$3,200
Grand Total (CAD, excl. GST) $70,020
4 · Commercial Terms
Valid untilJuly 16, 2026
Payment termsNet 30 from invoice date
Lead time4–6 weeks from PO receipt
DrawingsIWR Appendix A enclosed
Generated automatically by the Cyntech Bid Automation Platform · HPD V2.17.05 · MCE V2.20.00
CYN-2026-0847 · Rev 1
Letterhead
Client, PM, and ref number pulled live from Zoho CRM and Monday.com at pipeline trigger.
Pile schedule
Type, depth, helix, capacity, torque - ranked output from the HPD axial twin. Top config highlighted.
Pricing table
Line items from the 5,474-SKU MCE twin. Vendor quotes parsed, markups applied, freight estimated.
Commercial terms
Valid-until date, payment terms, and lead time auto-set. PM reviews and releases with one click.
Sample output only.
Data illustrative.
Oction LabsCyntech · Confidential15 / 16
12 · Terms and sign-off
This proposal is valid for 30 days from June 2026.
Total build fee
$148,000
CAD, all three phases
Payback
Q1
After Phase 1 go-live
IP ownership
Cyntech
Full export, no lock-in
Governing law
Province of Alberta, Canada. All obligations, disputes, and interpretations are governed exclusively by Alberta law.
Dispute resolution
Good-faith written notice required 15 days before any claim. Disputes unresolved after 30 days proceed to binding arbitration in Calgary, AB.
Confidentiality
All project data, pricing, and technical materials shared under mutual NDA. Survives termination of this engagement for 3 years.
Termination
Either party may terminate with 30 days written notice. Cyntech owes fees for work completed to date. All Cyntech data returned within 5 business days.
Prepared by
Julian Pierce - Oction Labs
Contact
info@octionlabs.com
Oction LabsCyntech · Confidential16 / 16