| Setting | Lives at | Why |
|---|---|---|
| Name and country | Project | Groups packages and sets regional defaults, including suggested currency |
| Currency | Package | Bids are leveled in one currency per tender |
| Technical and commercial weights | Package | The split is agreed per tender in the evaluation plan |
| Bidder list | Package | Each tender has its own set of invited contractors |
| Evaluation rounds, documents, queries | Package | Evidence stays scoped to the tender being awarded |
Before you start
- Only organization Owners and Admins can create projects. Other users see “You do not have permission to create projects.”
- To create a package, you need full access on the project: Project Lead, or an organization Owner or Admin. Commercial and Technical Leads see “You need full access to this project to create a package here.”
- The Commercial, Technical, and Queries areas and AI chat appear only if the module is enabled for your organization. If a section you expect is missing, check which modules are enabled before debugging roles.
1. Create the project
Project creation is a short guided stepper: name, country, confirm.Name the project
Enter the name in the Enter project name field. Use the real program or development name: this is the name your team, and later your award committee, will recognize in exports and audit records.
Set the project country
Choose the country from the dropdown. It defaults to your organization’s country and drives the default currency offered when you create packages, so set it correctly now.
2. Create the package
Package creation has two steps: package details, then bidders.Step 1: package details
Add a package
From the project page, click Add Package and enter the package name. Match the name used in your tender strategy and award pack, for example “Package 04 - HVAC”.
Set the currency
The currency defaults from the project country. If bidders will price in a different currency, set the package currency to the tender currency now rather than converting later: bid leveling compares like for like only when every submission is priced in the package currency.
Set the technical weight
Drag the technical weight slider (it moves in 5% steps). The commercial weight fills in automatically as the remainder, and the preview shows the split. Set the split your evaluation committee approved before bids are opened: changing weights after prices are known undermines the audit trail and invites challenge from bidders.
Step 2: bidders
Add each tendering contractor
Use Search Existing to pull a contractor from the vendor database, or Add New to type a name and click Add. Remove a contractor with the X next to its name.
3. Assign access
Open Members from the package or project header and assign roles before uploading anything sensitive:- Procurement manager: Project Lead or Package Lead
- QS and commercial evaluators: Commercial Team
- Discipline and technical evaluators: Technical Team
- Owner reviewers and committee members: Package Viewer or Project Viewer
4. Choose the first workflow
Pick the workflow with the cleanest available documents. Each pilot below is a shallow first pass; the linked platform pages cover the full workflow.Commercial-first pilot
Best when you have a clean Excel BOQ and contractor priced submissions.
Technical-first pilot
Best when the RFP criteria and contractor proposals are ready.
Queries-first pilot
Best when bidder questions are already arriving and the team needs control.
Chat-first pilot
Best when the team wants fast, grounded answers over package context.
Commercial-first pilot
Use this path when the commercial team has the reference BOQ or PTE and contractor priced submissions. Full workflow: Commercial evaluation.Upload the reference basis
Upload the BOQ, PTE, or commercial template in the Commercial area. This is the baseline every bid is leveled against, so treat it as controlled evidence.
Upload contractor submissions
Upload each priced submission against the correct contractor. A submission uploaded at the wrong level will be missing from the comparison.
Create a commercial round
Click Run New Round on the commercial page and complete the evaluation wizard. Rounds default to “Round 1”, “Round 2”, and so on; rename the round afterward to something clear such as “Round 1 - initial pricing”.
Run the comparison
Review totals, unpriced scope, exclusions, deviations, arithmetic checks, and high-spread areas. High spread on a line usually signals a scope-interpretation gap, not just aggressive pricing, so flag it for clarification rather than averaging it away.
Technical-first pilot
Use this path when the technical team has criteria or an RFP plus contractor technical submissions. Full workflow: Technical evaluation.Upload criteria or RFP
Use an existing criteria matrix where available. If not, use the RFP as the source of criteria.
Create the first technical round
Create the round. Technical rounds are labelled automatically: the first is Initial Submission, and later PTC rounds become Round 1, Round 2, and so on. Organization admins can standardize custom round labels in Settings.
Queries-first pilot
Use this path when the immediate pain is managing bidder questions and response approvals. Full workflow: Tender queries.Import questions
Upload the Excel, PDF, or Word query document you received, keeping the external query numbers intact.
Draft and approve
Use AI drafts, RFP context, and consistency checks where useful, then send responses through your approved channel.
Chat-first pilot
Use this path when the team wants to test AI assistance against real package context. Full workflow: AI chat.Upload representative documents
Add an RFP, BOQ, technical submission, or query document and wait for Ingested status.
Open chat
Ask scoped questions such as “Which package risks remain open?” or “Summarize Contractor A’s commissioning approach.”
Fix a setup mistake
Wrong package name, currency, or weights
Wrong package name, currency, or weights
Users with full access (Project Lead, Package Lead, or an organization Owner or Admin) can edit the package from the Settings button in the package header. Owners and Admins can also edit it from Settings in the sidebar, under the Packages section. If bids have already been opened, do not change the weight split without a documented committee decision.
Package or project created by mistake
Package or project created by mistake
Archive it from Settings: projects under the Projects section, packages under the Packages section. Archived items move to a separate list and can be restored later, so no evaluation evidence is lost.
Missing or misspelled bidder
Missing or misspelled bidder
The contractor list is set during package creation. If a bidder is missing or misspelled, archive the package from Settings and recreate it with the correct contractor list, then re-upload any files against the correct contractor before running a comparison.
Pilot review
After the first package, review:| Question | Why it matters |
|---|---|
| Were roles scoped correctly? | Prevents commercial/technical leakage and overbroad access |
| Which documents caused extraction issues? | Improves bidder instructions before wider rollout |
| Were round names and evidence clear? | Makes committee and audit review easier |
| Did evaluators understand overrides? | Confirms AI is being used as draft evidence, not final judgment |
| Are open queries blocking award? | Keeps the package from moving ahead with unresolved risk |
Next
Document standards
Standardize BOQs, proposals, and query imports before wider rollout.
Roles and permissions
Map your full team to the three access layers.
Evaluation governance
Turn the pilot into a repeatable control model.
Award readiness
Check whether the package evidence is committee-ready.