# Procurement Sync > Generate a procurement requirements matrix from construction specifications — maps spec clauses to material requirements, vendor qualifications, submittal obligations, and delivery constraints. Tags: Construction, Procurement, Specifications, Submittals, Materials, Supply Chain ## Example Prompts - Extract all material and vendor requirements from this spec for procurement - Build a procurement matrix for the structural steel and HVAC divisions - Create a submittal register from this project specification - Check if this purchase order matches the spec requirements for Division 26 - Flag long-lead items and proprietary or basis-of-design requirements in this spec URL: https://rakenne.app/skills/procurement-sync/index.md Try this skill: https://rakenne.app/a/?skill=procurement-sync ## Overview Bridge the gap between approved construction specifications and procurement execution. The agent reads your spec sections and extracts material specifications (ASTM grades, manufacturer requirements), vendor qualifications (certifications, experience), submittal obligations (shop drawings, product data, samples), and delivery constraints into a structured procurement requirements matrix. It also flags procurement risks — sole-source requirements, ambiguous "or equal" language, and missing information that would block ordering. The spec-to-procurement handoff is one of the most error-prone stages in construction. A procurement manager working from a 200-page spec must manually hunt through Part 2 (Products) of every section to find material designations, then cross-reference Part 1 (General) for submittal and vendor requirements. Missing a single ASTM grade or certification requirement can result in rejected submittals, re-procurement, and schedule delays. ## Getting Started Upload your project specification to the workspace, then activate the *Procurement Sync* skill. Tell the agent which divisions or trade packages you need procurement data for. The agent will extract requirements section by section and compile them into a matrix you can hand to your procurement team. ## Example Conversation > **You:** I need to build a procurement matrix for the structural steel package — Divisions 05 and related sections. Extract all material specs, vendor qualifications, and submittal requirements. > > **Agent:** I'll analyze Division 05 (Metals) and related sections. Let me read through the spec and extract procurement-relevant data from Part 1 (General) and Part 2 (Products) of each section. > > I've identified 4 sections in Division 05: > - 05 12 00 — Structural Steel Framing > - 05 21 00 — Steel Joist Framing > - 05 31 00 — Steel Decking > - 05 50 00 — Metal Fabrications > > Extracting material requirements, vendor qualifications, and submittals from each section now. > > **Procurement requirements extracted.** Here's the summary: > > **Materials**: 12 distinct material specifications across 4 sections > **Vendor qualifications**: AISC certification required for structural steel fabricator; AWS D1.1 certified welders required > **Submittals**: 8 submittal items (4 shop drawings, 3 product data, 1 test report) > **Risks flagged**: 2 — one sole-source requirement for architectural exposed steel finish, one ambiguous "or approved equal" for steel decking manufacturer > > Full matrix written to `output/procurement-requirements-matrix.md`. Want me to also generate the submittal register? > > **You:** Yes, create the submittal register and flag any long-lead items. > > **Agent:** Submittal register created with 8 items. Long-lead flag: Section 05 50 00, Paragraph 2.1.C specifies custom architectural metal panels with a proprietary finish — typical lead time is 12-16 weeks. This should be one of your first submittals. Written to `output/submittal-register.md`. ## Sample Output Excerpt Below is a representative excerpt from a procurement requirements matrix. --- # Procurement Requirements Matrix **Project**: Riverside Office Tower **Scope**: Division 05 — Metals **Extraction date**: 2026-04-01 ## Material Requirements | Spec Section | Material/Product | Standard/Grade | Manufacturer Req. | Qty Source | |-------------|-----------------|----------------|-------------------|-----------| | 05 12 00, 2.1.A | W-shapes, channels, angles | ASTM A992/A992M, Grade 50 | Any AISC-certified fabricator | Drawings | | 05 12 00, 2.1.B | Plates and bars | ASTM A572/A572M, Grade 50 | Any AISC-certified fabricator | Drawings | | 05 12 00, 2.1.C | High-strength bolts | ASTM F3125, Grade A325 | Any qualified | Drawings | | 05 12 00, 2.3.A | Shop primer | SSPC-Paint 15, min 1.5 mil DFT | Tnemec or approved equal | Drawings | | 05 21 00, 2.1.A | Open-web steel joists | SJI Standard Specification | Vulcraft, Nucor, or approved equal | Drawings | | 05 31 00, 2.1.A | Steel roof deck | SDI Design Manual, 20-gauge min | Vulcraft, Verco, or approved equal | Drawings | | 05 50 00, 2.1.C | Architectural metal panels | Custom profile, Kynar 500 finish | **Sole source: MetalCraft Industries** | Drawings | ## Vendor Qualifications | Spec Section | Requirement | Type | |-------------|-------------|------| | 05 12 00, 1.4.A | Structural steel fabricator: AISC Certified, Category STD or higher | Mandatory | | 05 12 00, 1.4.B | Welders: AWS D1.1 certified, current qualification records | Mandatory | | 05 12 00, 1.4.C | Steel erector: minimum 5 years experience with similar projects | Mandatory | | 05 50 00, 1.4.A | Metal fabrication shop: ISO 9001 certified | Mandatory | ## Procurement Risk Flags | # | Risk | Section | Impact | |---|------|---------|--------| | 1 | **Sole source** — Architectural metal panels from MetalCraft Industries only. No substitution permitted. | 05 50 00, 2.1.C | Long lead time (12-16 weeks). Single point of failure for delivery. | | 2 | **Ambiguous "or equal"** — Steel decking allows "Vulcraft, Verco, or approved equal" but no evaluation criteria specified for equivalence. | 05 31 00, 2.1.A | Substitution requests may be rejected without clear criteria. Submit RFI for evaluation parameters. | ## Built-in Validation The skill uses the agent's document reading capabilities with a procurement extraction reference guide to systematically extract data from CSI-formatted specifications. No custom extension tools are required. ### Reference Files Used | Reference | What It Provides | How It's Used | |-----------|-----------------|---------------| | **Procurement Extraction Guide** | CSI 3-part structure mapping, keyword patterns for mandatory vs. discretionary requirements, material designation format rules | Ensures systematic extraction from the correct spec locations | ### Extraction Categories | Category | What It Extracts | Where in Spec | |----------|-----------------|--------------| | Material specifications | ASTM/ANSI standard designations, grades, classes, types | Part 2 — MATERIALS and EQUIPMENT paragraphs | | Manufacturer requirements | Approved manufacturers, sole-source, "or equal" provisions | Part 2 — MANUFACTURERS paragraph | | Vendor qualifications | Certifications, experience, installer requirements | Part 1 — QUALITY ASSURANCE paragraph | | Submittal requirements | Shop drawings, product data, samples, test reports | Part 1 — SUBMITTALS paragraph | | Delivery constraints | Lead times, storage, environmental protection | Part 1 — DELIVERY, STORAGE, AND HANDLING paragraph | | Warranty requirements | Duration, coverage, manufacturer vs. installer responsibility | Part 1 — WARRANTY paragraph | ## Getting Started 1. **Create a project** using the *Infrastructure Specifications* workspace template 2. **Upload your specification** — full project manual or individual division PDFs 3. **Activate the skill** by asking the agent to extract procurement requirements 4. **Specify scope** — which divisions or trade packages to analyze 5. **Review the matrix** and hand it to your procurement team with the submittal register ### Prerequisites - Construction specification in PDF or text format following CSI MasterFormat - For best results, include the full Division 01 (General Requirements) alongside the specific division being analyzed — Division 01 contains submittal procedures, substitution rules, and quality requirements that apply to all sections --- Back to [Skill Library](https://rakenne.app/skills/index.md)