Enterprise procurement teams do not adopt software one screen at a time. They adopt an operating model: who owns the tender file, who may see commercial data, who signs off technical scores, how clarifications are controlled, and what evidence the award committee receives. This guide is the recommended rollout path for owners, main contractors, PMCs, and enterprise procurement teams running multi-package tender programs.Documentation Index
Fetch the complete documentation index at: https://docs.trubuild.io/llms.txt
Use this file to discover all available pages before exploring further.
Start with the operating model
TruBuild is organized around the way tender teams already work:| TruBuild layer | Enterprise meaning | Typical owner |
|---|---|---|
| Organization | The legal entity or business unit using TruBuild | Procurement director or system admin |
| Project | A capital project, development, or procurement program | Project procurement manager |
| Package | A tender package inside the project | Package lead or package manager |
| Asset | A priced scope split used for commercial comparison | Commercial lead or cost manager |
| Round | A locked analysis snapshot for a submission or clarification cycle | Commercial or technical evaluation lead |
| Award | The final package decision and supporting rationale | Procurement lead and award committee |
Recommended rollout sequence
Create the organization
Configure the organization name, administrator users, seat limit, feature entitlements, and SSO if your workspace uses single sign-on.
Create the first project
Use a real tender program, not a demo workspace. Pick the country and confirm who is allowed to see project-level data.
Define packages and award weightings
For each package, set the technical/commercial weighting and add at least two contractors. This creates the common decision frame before documents arrive.
Assign teams by discipline
Add procurement leads, commercial team members, technical team members, and viewers at the project or package level. Keep commercial and technical access separate where governance requires it.
Upload controlled documents
Upload the issued RFP, BOQ, PTE, technical submissions, commercial submissions, and clarification responses into the relevant package areas.
Team design
For a high-value package, start with this structure:| Team | TruBuild access | Main responsibility |
|---|---|---|
| Procurement manager | project_lead or package_lead | Owns the process, timetable, award recommendation, and final package record |
| Commercial evaluation team | commercial_lead or commercial_team | Uploads BOQs, runs commercial rounds, reviews pricing anomalies, prepares commercial clarifications |
| Technical evaluation team | technical_lead or technical_team | Uploads proposals, manages criteria, reviews AI-drafted scores, prepares technical clarifications |
| Owner representatives | project_viewer or package_viewer | Reviews status, award evidence, and decision trace without changing evaluator work |
| External advisors | Package-scoped role | Reviews only the package or discipline they are engaged to support |
| TruBuild administrator | owner or admin | Manages organization membership, feature access, and enterprise configuration |
The implemented role model is intentionally simple: organization roles are
owner, admin, and member; project and package roles then determine whether a person has full, commercial, technical, viewer, or no access to a specific tender area.Procurement stage gates
Use TruBuild rounds and exports as evidence at each stage gate:| Stage gate | Evidence to prepare in TruBuild |
|---|---|
| Tender launch | Package setup, contractor list, weights, document register, assigned team |
| Initial compliance check | Uploaded submissions, missing-document list, query tracker, parsing status |
| Commercial evaluation | Commercial comparison round, pricing anomalies, unpriced items, commercial PTC list |
| Technical evaluation | Criteria, technical round, reviewer overrides, low-confidence or disputed scores |
| Clarification cycle | Issued PTCs, bidder responses, round-to-round changes, carry-forward decisions |
| Award recommendation | Technical and commercial rankings, selected contractor, award comments, audit trail |
Success metrics
Track rollout with operational metrics, not vanity usage:| Metric | Why it matters |
|---|---|
| Submission completeness | Shows whether contractors returned usable documents before analysis starts |
| Auto-extraction success | Measures how much manual cleanup the commercial and technical teams face |
| Clarification turnaround | Shows whether PTCs are being answered quickly enough for the award timetable |
| Override rate | High override rate can indicate poor documents, vague criteria, or evaluator calibration issues |
| Round cycle time | Measures time from document receipt to review-ready commercial or technical outputs |
| Award evidence completeness | Confirms the committee has scores, comments, queries, and final rationale in one place |
Enterprise launch checklist
Governance
Governance
- Confirm package naming conventions.
- Agree when a commercial round or technical round is considered review-ready.
- Decide who may approve final commercial and technical outputs.
- Decide who can mark a package as awarded.
Access
Access
- Add procurement leads at project level.
- Add commercial and technical teams at package level where separation is required.
- Add owner-side reviewers as viewers.
- Scope external advisors to the minimum package and discipline.
Documents
Documents
- Require Excel BOQ submissions wherever possible.
- Require one contractor folder or upload set per bidder.
- Keep RFP, PTE, submissions, and PTC responses in their correct workflow areas.
- Avoid scanned PDFs unless OCR has been applied.
Committee readiness
Committee readiness
- Export commercial comparison.
- Export technical report or score table.
- Export or summarize open and closed clarifications.
- Record award comments against the selected contractor.
Next
Evaluation governance
Set up controls for commercial and technical evaluation teams.
Roles & permissions
Map enterprise roles to TruBuild access levels.