Customer story:

Bouygues Energies & Services: Transforming the Tender Process with XaitProposal

Photo: Bouygues Energies & Services - Dupont Renoux.

Within the rail division of Bouygues Energies & Services (part of Equans France), the Pricing Department handles complex rail maintenance tenders, primarily through the SNCF's dedicated platform. Every bid requires a comprehensive suite of technical documentation: technical specifications, safety protocols, environmental impact, and quality standards.

This process demands high levels of coordination, precision, and deep customization based on the project type, whether station upgrades, track work, or civil engineering.

Bouygues-Energy-and-Services-logo-c-cropped

Region
France

Company size
6,000+

Industry
Energy & Infrastructure

Solution
XaitProposal

The Challenge: Moving Beyond Static Templates

Before implementing XaitProposal, teams relied on traditional office templates with standard text blocks. While this provided some structure, it created risks regarding version control, content consistency, and the ability to customize at scale, especially in evolving or high-stakes contexts.

As projects grew in complexity, the team realized they needed a more collaborative, secure, and agile tool to optimize their bid production.

 

About Bouygues Energies & Services

With 6,000 employees across 170 sites, Bouygues Energies & Services develops turnkey solutions to meet today’s most pressing energy challenges. Its Rail Transport division is a key player in modernizing France’s infrastructure.

“Once you get the hang of it, the time saved on customizing files for specific projects is clear. The final output is fluid, professional, and highly relevant.”

– Marie-Cécile Buvat, Tender Service Assistant, Bouygues Energies & Services

Deep Transformation with XaitProposal

The Strategy:

  • Initial Objective: Create a "master" content database that estimators could easily tailor to specific site conditions (using photos, maps, and technical data gathered during site visits).
  • The Workflow: Marie-Cécile Buvat (Tender Service Assistant) initiates the file via a multiple-choice questionnaire (MCQ). This automatically pulls the relevant content to generate a baseline template.
  • Refinement: Cost estimators then "enrich" the document with site-specific technical details. New blocks can be added to answer unique client questions while maintaining a perfectly consistent layout.

Favorite Features:

  • Intuitive Visuals: Easy insertion of photos and maps.
  • Automatic Branding: PDF generation perfectly aligned with company guidelines.
  • Seamless Usability: Smooth drag-and-drop functionality and intuitive ergonomics.
  • Professional Finish: Easy customization of cover pages.
  • Knowledge Sharing: Centralized Knowledge Base (KB) for mutual content use.
XaitProposal-illustration-mar-2025

“XaitProposal allows us to better highlight the unique aspects of every project. We can draft targeted content that addresses specific site risks in direct relation to the terrain.”

– Christophe Flocon, Head of Cost Estimating, Bouygues Energies & Services

Quantifiable Benefits: Efficiency, Security, and Impact

  1. Accelerated Turnaround: Users have seen a marked reduction in processing time and improved responsiveness. The MCQ allows bids to be pre-filled efficiently, so the time saved can be reinvested into high-value customization.
  2. Deep Personalization: Teams can now go far beyond generic content. They can quickly insert specific blocks that address the unique risks and terrain characteristics of each individual site.
  3. Superior Perceived Quality: Bids are more consistent and visually harmonized. Even informal feedback highlights a noticeably more professional and "premium" presentation.
  4. Collaborative Work: The tool fosters true teamwork through the shared Knowledge Base. Content is no longer siloed; it is reused, enriched, and updated in real-time.

“We’re going to go even further, evolving the questionnaire, adding more blocks, and keeping the system moving forward.”

– Marie-Cécile Buvat, Tender Service Assistant, Bouygues Energies & Services

XaitProposal: A Lever of Excellence for Bids

By adopting XaitProposal, Bouygues Energies & Services – Rail Transport is significantly enhancing both the visual and structural quality of its bids. The tool has supported a total transition toward documents that are more consistent, readable, and precisely tailored to the specific requirements of each project.

The production process is now more fluid and reliable, thanks to the automatic generation of well-structured documents and the intuitive ergonomics of the platform. This efficiency allows teams to focus their energy on content relevance rather than formatting.

Furthermore, the growing use of the shared knowledge base promotes the sharing of expertise and the reuse of high-performing content. This has led to a measurable increase in collective skills across the entire team when responding to complex calls for tenders.

Continuous Improvement: Refining Rail Services

The team is already looking at ways to refine their "Karl" system:

  • Expanding the MCQ to further automate and refine personalization.
  • Building out the block library to address new, specific use cases.
  • Capitalizing on feedback to foster a culture of continuous improvement.

Bouygues Energies & Services is transforming its tender response process with XaitProposal: time, consistency, and quality

Within the rail division of Bouygues Energies & Services, part of Equans France, the Pricing department teams respond to rail maintenance tenders, particularly via the SNCF's dedicated platform.

Each bid involves producing several technical documents: technical specifications, safety, environment, and quality. This process requires coordination, rigor, and customization depending on the nature of the project (station, track, civil engineering, etc.).

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