Bidders may submit queries regarding any of the tenders for which they were invited using the 'Tender Query'. Users with 'WP' (where WP stands for work package) in their role name can create this form by navigating to the ‘Procurement’ tab.
Below are the steps to raise a ‘Tender Query’:
1. After logging into Asite, navigate to the ‘Procurement’ tab and select the project for which the form will be created.
2. Expand the ‘Tender Communications’ form group and select ‘Tender Query’ form type.
3. Click on ‘+’ button available at top right.
4. It will open the ‘Create Form’ screen as shown below:
Following is a description of all the fields in the ‘Tender Query’ form. Click a link below to continue:
1. Package
Description - Select from a list of available values in the dropdown. Only ‘Open’ tender packages will appear in this list.
2. Query Title
Description - Enter a title for the query on the selected tender package.
3. Query Description
Description - Enter a description of the query on the selected tender package.
4. Contact Person
Description - Value will be auto-populated based on the selected tender package.
5. Contact Number
Description - Value will be auto-populated based on the selected tender package.
6. Distribute
Description - Click to distribute this form to other users if required.
The distribution list will be automatically populated based on the selected tender package (See screenshot below). However, users can also distribute to other users using the ‘Distribute’ option.
7. Attachment
Description - Click to upload an external file if applicable.
8. Associate Docs
Description - If applicable, you can associate this form with an existing project file, whether from the same project or a different one.
Once the package is selected, relevant details like contact person and contact number will be auto-populated as shown in the screenshot below:
Once you have finished, click ‘Send’ to complete the process of raising the tender query. Click ‘Save Draft’ to save the form in draft mode if necessary.
Users selected as recipients will be added to the distribution list, and each will get a ‘Respond’ task.
Next Article: Initiate Tender Communication