The ‘Invitation to Tender’ form enables the invitation of bids (quotations) from eligible bidders to create a tender package. Tenderers (users having the ‘Tender Team’ role) can create this form by navigating to the ‘Procurement’ tab.
Below are the steps to create an ‘Invitation to Tender’:
1. Once logged in to Asite, go to the ‘Procurement’ tab and select the project for which the form will be created.
2. Expand the ‘Tender Manager’ form group and select ‘Invitation to Tender’ form type.
3. Click on ‘+’ button available at top right.
4. It will open the ‘Create Form’ screen as shown below:
To continue, select the type of bid (quotation) you would like to create – ‘Public’ or ‘Private’.
Public tenders are available in the Asite Marketplace, where all potential bidders can submit their expressions of interest. Tenderers may also be permitted to send invitations to potential bidders.
Private tender is a type of tender in which only invited bidders can participate in the tender process and submit their quotations.
5. You can enter the required form details based on the selected tender type.
Click here to understand how to import package requirement details.
Click here to understand how to enter package information.
Click here to understand how to enter package requirement details.
Click here to understand how to attach external files / associate any project files accessible to you on Asite.
Click here to understand how to enter recipient details.
6. Once you have entered the required details, click the 'Send' button to save/submit
the details. User(s) selected as recipients will be added to the distribution list, and each will get a ‘Respond’ task.
If you plan to edit and submit later, use the 'Save Draft' button to save the
details as a draft. In such a scenario, you can get the draft message
reviewed by some other user by assigning them the 'Review Draft' task.
If you want to cancel the form under creation, click 'Cancel'. Clicking on
'Cancel' will prompt the user to confirm once again, as any unsaved data in the form will be lost forever once it is cancelled.
7. The tender team or recipients may be allowed to edit the already created ‘Invitation to Tender’ and distribute the form to all recipients. Tasks created previously on the form will be cleared automatically once the form is distributed again.