Pre-requisites

Click on a relevant link below to continue:

Roles should be created for each work package with 'WP' included in the role name. For example: Road and Highway_WP, WP_Electrical, Doors_wp001, etc.

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

For questions about configuring roles, role privileges and form permissions specific to your project's requirements within the Tender process, please speak to your Asite Professional Services Consultant.

The following statuses should be created to be used for the tender evaluation process:

Awarded, Rejected, Closed

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

Input Type - Dropdown

Code - 1

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

Purpose - Allow or prohibit the early closure of bids for private sealed tenders. This will only be permitted once all the bidders have submitted bids for the selected tender.

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 apply to new Invitations to Tender created after this configurable attribute is enabled on the project.

The default value is 'Yes'.

Input Type - Dropdown

Code - 1

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

Purpose - Enable or disable allowing the download of secondary files. This will only apply to new Invitations to Tender created after this configurable attribute is enabled on the project.

The default value is 'No'.

Input Type - Dropdown

Code - AllowMultipleResponseInTender

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

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

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.

Input Type - Dropdown

Code - 1

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

Purpose - Enable or disable the bulk apply option. Type ‘Yes’ to allow, otherwise, type ‘No’.

Input Type - Dropdown

Code - <<Enter logo name as applicable>>

Value - <<Logo URL>>

Purpose - Enter the client logo URL to display in the ITT form as a logo image.

Input Type - Dropdown

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

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

Purpose - If the configurable attribute value is set to '0', the contact information fields like Contact Person, Email Address, and Contact Number will appear blank by default on the tender creation form, requiring the originator to add values manually. If another value set, then contact information details will be auto-filled.

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.

Input Type - Dropdown

Code - 1

Value - <<Enter a text message to be displayed in case of declined bids within a maximum limit of 250 characters.>>

Purpose - Create a message for the bidders whose bids (quotations) have been declined.

To increase the character limit, select the option to insert a new input value, enter the code as '2', and then type another message (with a maximum limit of 250 characters).

Repeat the same steps as needed to maintain an additional 250 character limit each time by increasing the code value by 1 every time - like '3', '4', '5' and so on.

All the messages entered in each of the 'Name' fields will be displayed as a combination.

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 checklist of documents required from the user for the tender process.

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.

Input Type - Dropdown

Code - 001

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

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

The default value is 'No', that is, the 'Allow Expression of Interest by Qualified Vendors' button is enabled by default. If the value is left blank, it will be interpreted as 'No'.

Input Type - Dropdown

Code - isInternalBidFlag

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

Purpose - Enable or disable the ability to issue the tender to users within the same organisation as the bid originator.

The default value is 'No'.

Input Type - Dropdown

Code - InvitationMsg

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

Purpose - Configure the invitation message for the tender process.

Input Type - Dropdown

Code - Marketplace

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

Purpose - Enable or disable the marketplace option and the option for public or private tenders. Type ‘Yes’ to allow, otherwise, type ‘No’.

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

Input Type - Dropdown

Code - MultipleUserInSupplementary

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

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

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

Input Type - Dropdown

Code - unsealed

Value - unsealed

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

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.

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 to the tender communication process.

Input Type - Dropdown

Code - RejectedMsg

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

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

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.

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 the 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 a single award, or enter a count as required (more than 1) for a multi-award.

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.

Input Type - Dropdown

Code - 001

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

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

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.

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.