Customer story:

ONF Vegetis harmonizes its tender responses with XaitProposal

A private subsidiary of the Office National des Forêts (ONF), ONF Vegetis supports local authorities, businesses, and infrastructure managers in the management, preservation, and development of natural and urban spaces throughout France. 

  • ONF Vegetis, a subsidiary of the Office National des Forêts, handles 250 tenders every year with XaitProposal, mobilizing 6 agencies.

  • XaitProposal been used nationally since 2019 and was kept when the subsidiary was created in 2022

  • The widespread adoption of the tool was intended to standardize content, thereby improving quality and speed in order to meet the needs of numerous markets.

  • 16 employees are currently being trained on the tool, with the goal of rolling it out across all markets from the first half of 2027.

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Region
France

Company size
283

Industry
Landscaping and land management services

Solutions
XaitProposal

Challenge: harmonizing disparate practices between agencies

XaitProposal, known internally as "Ophrys," has been used by the teams since 2019, when ONF Vegetis was still directly part of the ONF at the national level. When the entity became a subsidiary four years ago, the team chose to keep the tool, already valued for the quality of document formatting and the time savings it delivered.

Until recently, its use had not been rolled out across all agencies. This lack of a common framework had concrete consequences: 

"Before, we didn't require the tool. Each agency had its own technical proposal, with disparities in content and formatting…”

— Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

This observation led ONF Vegetis to take a further step: requiring the use of XaitProposal across all agencies, with shared content, to ensure a consistent and professional image with clients, regardless of which team responds to the tender.

About ONF Vegetis

A private subsidiary of the Office National des Forêts (ONF), ONF Vegetis supports local authorities, businesses, and infrastructure managers in the management, preservation, and development of natural and urban spaces throughout France.

 

Its 283 employees are spread across 6 agencies, covering three main areas of expertise: tree diagnostics and care (Arbre Conseil®), vegetation management along infrastructure, and the design of wooden furniture for public spaces.

“With XaitProposal, we can work on a collaborative space, assign tasks, and share with contributors so they can edit the content relevant to them.”

– Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

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The Solution: a Shared Master Template and a Collaborative Workspace

To drive this rollout, ONF Vegetis held a kickoff meeting in June, bringing teams together around the new way of working. A training plan for the 16 employees followed.

Earlier on, when integrating Vegetis's master templates, the team had worked with a communications agency to build a consistent visual identity for its proposals.

In practice, XaitProposal now allows each agency to work from a shared content template within a shared collaborative workspace: task allocation between contributors, parallel content editing, and real-time tracking of proposal progress.

"With XaitProposal, we can work on a collaborative space, assign tasks, and share with contributors so they can edit the content relevant to them."

— Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

“We've had very positive feedback from our clients on the look of our technical proposals, with comments on the quality of the presentation.”

– Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

Benefits felt at every level

Time saved on formatting. Thanks to XaitProposal's automated layout, the time spent formatting response documents has dropped significantly.

A stronger image with clients. The visual quality of the technical proposals produced with XaitProposal has been spontaneously praised by ONF Vegetis's clients.

"We've had very positive feedback from our clients on the look of our technical proposals, with comments on the quality of the presentation."

— Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

Complete, reusable content. Thanks to the XaitProposal offer template (master), teams draw on a centralized content library. The multiple-choice question system automatically adapts this content to the variability of each market, without starting from scratch for every response.

Highly responsive technical support. One point the team regularly highlights: the speed of the relationship with XaitProposal support.

"Support is very responsive. I get a reply in under five minutes. It's very efficient."

— Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

Gradual buy-in, even among the more reluctant. Even the agencies that weren't yet using the tool day-to-day recognized its benefit for document layout quality, making group-wide adoption easier.

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“XaitProposal support is very responsive. I get a reply in under five minutes. It's very efficient.”

– Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

Outlook: toward rollout across all agencies

ONF Vegetis is continuing its deployment momentum, with a clear goal for the coming months: for every agency to systematically respond using XaitProposal, across all markets.

In just a few years, ONF Vegetis has transformed a fragmented practice into a structured, collaborative, and nationally consistent tender response process. With XaitProposal, every agency now works to the same quality standards, without sacrificing the responsiveness needed to respond to 250 tenders a year.

“We're hoping that, in the first half of the year, we'll be able to roll the tool out to the whole team and respond to all our markets with XaitProposal.”

– Valérie Béziat, Head of Tender Response Unit, ONF Vegetis

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