After the tender team issues an 'Invitation to Tender', bidders may answer by selecting the 'Respond' task assigned to them.
Below are the steps to respond to an ‘Invitation to Tender’:
1. After logging into Asite, navigate to the ‘Procurement’ tab and select the project to create the form.
2. Expand the ‘Tender Manager’ form group and select ‘Invitation to Tender’ form type.
3. Click the ‘Respond’ task against the relevant ITT form instance from the ‘Invitation to Tender’ forms listing area.
A second alternative is available while viewing an ‘Invitation to Tender’ form. Go to the ‘Task’ menu and click ‘Reply’ or ‘Reply All’ to respond to a form.
4. The ‘Respond’ view of the form will be displayed as shown below:
If the tender date has passed, you may not respond. In such scenarios, an appropriate message would appear.
5. Following is a description of all the fields in the ‘Respond’ view when the user needs to submit a bid (quotation) against the received invitation.
1. Tax (if applicable)
Description - Enter the tax rate for the corresponding line item as required.
2. Cost/Rate
Description - Enter the cost or rate for the corresponding line item.
3. Description
Description - Enter a description for the additional tender package requirement.
4. Quantity
Description - Enter quantity for additional tender package requirement.
5. Unit
Description - Enter the unit of measurement for the additional tender package requirement.
6. Words
Description - Enter the net sum amount in words.
7. Comments
Description - Enter your comments, if any.
8. Position
Description - Enter job position with the bidding organisation. This is an optional field.
9. Attachment
Description - Click to upload an external file if applicable.
10. Associate Docs
If applicable, you can associate this form with an existing project file, whether from the same project or a different one.
Bidders can respond, i.e. submit their bid (quotation) multiple times if required, until the tender is open. This will work only if the recommended configurable attribute named ‘AllowMultipleResponseInTender’ is created and set to ‘Yes’.
6. To decline the bid, click the 'Cancel' button at the bottom right and then click the 'Decline' button in the ITT (Invitation to Tender) form view. Use this option if you don’t want to submit a bid (quotation) against the received tender invitation.
Clicking on ‘Decline’ will take you to the screen where you can accept or decline the selected Invitation to Tender.
Once declined, the concerned user can no longer receive any information or communication related to the tender package (For example, addendum, PFC, etc.). Additionally, any tasks pending for the user will become inactive.
7. Once finished, click ‘Send’ to complete responding to the form. Click ‘Save Draft’ to save the form in draft mode if required.
Users selected as recipients will be added to the distribution list, and each will get a ‘For Information’ task.
Next Article: Raise a Tender Query