‘Addendum to Tender’ form enables the tender team to provide additional information to all the invited bidders on the ITT for the selected tender package, and change its end date and review date. Users with the ‘Tender Team’ role can create this form by navigating to the ‘Procurement’ tab.
Below are the steps to create an ‘Addendum’:
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 ‘Addendum to Tender’ form type.
3. Click on ‘+’ button available at top right.
Alternatively, the ‘Addendum’ form can be created directly while viewing the ‘Invitation to Tender’ form.
4. It will open the ‘Create Form’ screen as shown below:
Following is a description of all the fields in the ‘Addendum to Tender’ form. Click on a link below to continue:
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1. Package
Description - Select from a list of available values in the dropdown. Only ‘Open’ tender packages will appear in this list.
2. Addendum Title
Description - Value will be auto-filled based on the selected tender package.
3. Addendum Notes
Description - Enter notes for the selected addendum to the tender package.
4. Change Tender end and Review Start Date?
Description - Select Yes to change the existing review date of the selected tender package.
When ‘Yes’ is selected, the user can define a new tender end date and time, and accordingly, a new tender review date and time.
5. Change Tender Contact Person?
Description - Select Yes to modify the tender contact person. When 'Yes' is selected, it allows the user to view the previous contact person and accordingly choose the name of the new contact person, including the email address and contact number.
6. Distribute
Description - The Distribution list will be auto-populated based on the selected tender package (See screenshot above). However, users can also distribute to other users using the ‘Distribute’ option.
Click to distribute this form to other users if required.
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.
9. Associate Forms
Description - If applicable, you can associate this form with another existing project form, whether from the same project or a different one.
Once the package is selected, relevant details like the addendum title and distribution list will be auto-populated.
Once done, click ‘Send’ to complete the creation of the addendum. 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: Respond to the Query by Bidders