Pre-requisites
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Roles, Privileges & Form Permissions

Work package wise role should be created with the text containing ‘WP’ in role name. For example: Road and Highway_WP, WP_Electrical, Doors_wp001 etc.

‘Tender Team’ named role should be available and users having privilege to manage tenders should be added under this role.

For any questions on how to configure roles, role privileges and form permissions based on your project requirements specific to Tender process, remember to reach out to your Asite Professional Services Consultant.

Statuses

Following statuses should be created – to be used for tender evaluation process:

Awarded, Rejected, Closed

Recommended Configuration

Following custom attributes should be available. Click on the name of custom attribute below to view its required configuration details:

Attribute Name - Allow early to close Bid

Input Type - Dropdown

Code - 1

Value - << Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable closing bids early in case of private sealed tenders. This will only be allowed once all the bidders have submitted their bids on selected tender.

Attribute Name - Allow Late Submissions

Input Type - Dropdown

Code - 1

Value - << Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable allowing late submissions in case of private unsealed tenders. This will only be applicable for new Invitation to Tender created after this configurable attribute is enabled on the project.

Default value is 'Yes'.

Attribute Name - AllowMultipleResponseInTender

Input Type - Dropdown

Code - AllowMultipleResponseInTender

Value - << Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable multiple responses on ITT app. Type ‘Yes’ to allow, else type ‘No’.

Attribute Name - AwardedMsg

Input Type - Dropdown

Code - AwardedMsg

Value - Congratulations! You have won the tender.

Purpose - Create a message for the winning bidder while awarding them the tender.

Attribute Name - Client Logo

Input Type - Dropdown

Code - <<Enter logo name as applicable>>

Value - <<Logo URL>>

Purpose - Enter client logo URL for displaying in ITT form as a logo image.

Attribute Name - Contact Person

Input Type - Dropdown

Code - <<Specify code for contact person as applicable.>>

Value - <<Enter contact person name in sequence>>

Purpose - If value set to '0' in configurable attribute then contact information fields like Contact Person, Email Address, Contact Number will display as blank by default on tender creation form and originator need to add values manually. If other value set, then contact information details will be auto filled.

Attribute Name - Currency

Input Type - Dropdown

Code - List numbers in sequence, like 1, 2, 3…

Value - <<Enter currency symbols in sequence.>>

Purpose - Set currency options that would be available for the tender process.

Attribute Name - Document List

Input Type - Dropdown

Code - List names in sequence, like List 1, List 2, List 3…

Value - <<Enter document names as applicable, or enter generic names like Document 1, Document 2, Document 3, etc…>>

Purpose - Display a check list of documents required from the user for the tender process.

Attribute Name - GST Tax

Input Type - Dropdown

Code - List GST taxes in sequence.

Value - <<Enter GST tax rates as applicable, like 5, 10, 18, etc.…>>

Purpose - Configure GST tax rates applicable for the tender process.

Attribute Name - Hide Allow EOI button

Input Type - Dropdown

Code - 001

Value - <<Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable 'Allow Expression of Interest by Qualified Vendors' button in 'Invitation to Tender' form.

Default value is 'No' i.e. 'Allow Expression of Interest by Qualified Vendors' button is enabled by default. If value is left blank, it will be considered as 'No'.

Attribute Name - InvitationMsg

Input Type - Dropdown

Code - InvitationMsg

Value - <<Enter default text message for 'Invitation Message' field within a maximum limit of 5000 characters.>>

Purpose - Configure invitation message for the tender process.

Attribute Name - Marketplace

Input Type - Dropdown

Code - Marketplace

Value - <<Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable marketplace option as well as option for public / private tenders. Type ‘Yes’ to allow, else type ‘No’.

Default value is ‘No’ i.e. tender is private by default.

Attribute Name - MultipleUserInSupplementary

Input Type - Dropdown

Code - MultipleUserInSupplementary

Value - << Enter ‘Yes’ or ‘No’ as applicable.>>

Purpose - Enable or disable option for same organisation users in ‘Supplementary ITT’ form.

Attribute Name - Notification Frequency

Input Type - Dropdown

Code - List numbers in sequence, like 1, 2, 3…

Value - <<Enter number of days in sequence before tender end date, by which email should be sent to bidders.>>

Purpose - System will send reminder email of open tender to bidders before the tender end date, based on the number of days entered.

Attribute Name - Package Type

Input Type - Dropdown

Code - unsealed

Value - unsealed

Purpose - To define tender package as 'unsealed' by default. If this is not setup or active, tender packages will be created as sealed by default.

Attribute Name - Question List

Input Type - Dropdown

Code - List question names in sequence, like Question 1, Question 2, Question 3…

Value - <<Enter questions as applicable in sequence>>

Purpose - Create a list of questions for the user on the tender process.

Attribute Name - Reason_for_Communication

Input Type - Dropdown

Code - List numbers in sequence, like 1, 2, 3…

Value - <<Enter possible reasons for communication in sequence>>

Purpose - Configure possible reasons for communication applicable for the tender communication process.

Attribute Name - RejectedMsg

Input Type - Dropdown

Code - RejectedMsg

Value - Originator has rejected bid as getting good deals from other bidders

Purpose - Create a message for the bidders whose bids (quotations) are rejected.

Attribute Name - Service Tax

Input Type - Dropdown

Code - List service taxes in sequence.

Value - <<Enter service tax rates as applicable, like 20, 25, 30, etc.…>>

Purpose - Configure service tax rates applicable for the tender process.

Attribute Name - SetAwardStatus

Input Type - Dropdown

Code - SetAwardStatus

Value - <<Enter numbers in sequence, like 1, 2, 3… Depending on the number of values entered, multiple bids (quotations) can be awarded>>

Purpose - Configure number of bids (quotations) that can be awarded for the tender process. Use this attribute to configure how many tenders can be awarded - 1 for single award, or enter count as required (more than 1) for multi award.

Attribute Name - Tax Name

Input Type - Dropdown

Code - List types of taxes in sequence.

Value - <<Enter names of taxes as applicable, like GST, VAT, Service, etc.…>>

Purpose - Configure types of taxes available in the tender process.

Attribute Name - Tender team as a buyer

Input Type - Dropdown

Code - 001

Value - <<Enter 'Yes' or 'No'>>

Purpose - Enable or disable whether all users in 'Tender team' role should be assigned a 'For Information' task on the Invitation to Tender form.

Attribute Name - Unit

Input Type - Dropdown

Code - List numbers in sequence, like 1, 2, 3…

Value - <<Enter possible measurement units in sequence>>

Purpose - Configure possible measurement units applicable for the tender process.

Attribute Name - VAT Tax

Input Type - Dropdown

Code - List VAT taxes in sequence.

Value - <<Enter VAT tax rates as applicable, like 15, 20, 25, etc.…>>

Purpose - Configure VAT tax rates applicable for the tender process.



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