Glossary & Definitions

ITT – Invitation to Tender

TQ – Tender Query

PFC – Points for Clarification

Supplementary ITT – Supplementary for ‘Invitation to Tender’

Tender – Tender is a method of obtaining the resources necessary to carry out a job.

Tenderer – User who raises the tender with requirements and invites bids (quotations) from potential bidders.

Tender team – A group of people who handle the issued tender and perform activities based on a tender process.

Bidder – User who shows interest in the issued tender and proposes the best price to complete the work.

Package – The project name associated with the tender being raised. In Asite, it is managed under 'User Roles and Access'.

Custom attribute – It offers features to customise the Tender Manager app by configuring its attributes and defining values for those attributes.

Tracker – This shows the status of activities by the invited bidder on a specific tender.

Respond – This task is assigned to gather responses on a form from selected task recipients.

For information – This task is assigned for the information of the selected task recipients.

Quotation – Total offered price for the mentioned package of requirements.

Decline – Refuse to submit a quotation against the invitation received.

Response – Responding to the original form message.

Evaluate tenders – Analyse and estimate received tenders from potential bidders against the tender.

Award tender – Allocate the tender to a potential bidder based on their quotes to start work within the defined period.

Reject tender: This signifies that the tenderer has rejected the quotation provided by the bidder for the specified requirement.

Close tender – This signifies that the tender is closed for any reason, and the tenderer doesn’t want to award anyone.

Late inclusion – A potential bidder invited to participate in the tender after it has been released is referred to as a late-inclusion bidder.

System activity – Any action that is not executed manually. It is automatically carried out by the system. For instance, automatically assigning a task by replying to another user.

Public tender – Public tenders are presented in the marketplace where all potential bidders can submit their expressions of interest. Tenderer may also be allowed to invite potential bidders to participate.

Private tender – A tender where only invited bidders can participate in the tender process and submit their quotation.

Sealed – In this type of tender, responses submitted by bidders are blocked and not visible to the tender team before the release date. All the responses are released on the specified release date and time in the tender. A release date is mandatory in this type of tender.

Unsealed – In this type of tender, the tender team can view and analyse submitted bids (quotations) on the spot as and when bidders submit them. A release date is not mandatory in this type of tender.

Tender Release date – The date when the tender is to be issued.

Tender End Date – The final date to submit a quotation for the tender. Bidders are expected to submit their quotations on or before this date. Once the date passes, they won't be allowed to submit their quotation.

Tender Review Date – The date and time the tender team can view all the submitted quotes. This is essential, specifically in the case of a sealed tender.

Standard BOQ – Adding a package requirement in the traditional method is called the standard BOQ (Bill of Quantities) method, where the tenderer lists all the requirement details such as name, item, unit, quantity and rate.

Hierarchical BOQ – This enables the tender team to present the requirements in a well-structured, section-by-section format.

Attachment – This feature allows users to attach external documents.

Association – This feature allows users to attach documents already published in Asite.

Addendum – To update the information or to append additional information to an already issued tender.

Tender Query – An inquiry that can be submitted by bidders, and tenderers can respond to it.

Point for Clarification – Both parties can use this to clarify any topic or information.

Supplementary – This is utilised for the late inclusion of a potential bidder in an already raised tender.

Document register – A report that logs all the attached and associated documents by tenderer and bidder. In this report, a bidder cannot view another bidder’s documents. Bidders can only view their documents, whereas tenderers can view all bidders' documents.

Bid Optimizer – A report comparing all the bids (quotations) submitted by potential bidders, with the indication of high and low bid (quotation) details.