Once a ‘Tender Query’ is raised by the bidder, the contact person for the selected tender can respond to that query by completing the ‘Respond’ task assigned to them.
Below are the steps to respond to a ‘Tender Query’:
1. From the ‘Tender Query’ forms listing area, click on the ‘Respond’ task to complete that task.
Alternately, while viewing a ‘Tender Query’ form, go to the ‘Task’ menu and click ‘Reply’ or ‘Reply All’ to respond to a form.
2. The ‘Respond’ view of the form will be displayed as shown below:
The following is a description of all the fields available while responding to queries by bidders. Click on a link below to continue:
1. To
Description - Click to distribute this form to other users if required.
2. Query Description
Description - To view and edit the query description content if required.
2. Response
Description - Enter response details here.
3. Notify all bidders
Description - Tick to notify this query and response to all bidders on the selected tender package.
4. Distribute
Description - Click to hide the distribution field if required.
5. Attachment
Description - Click to upload an external file if applicable.
6. 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 done, click ‘Send’ to complete responding to the query from bidders. Click ‘Save Draft’ to save the form in draft mode if required. If the ‘Notify all bidders’ option is ticked, the system will generate a Point of clarification form with having query and response and distribute it to all the recipients of the selected tender with a 'For Information' task.
The bidder who raised the query will receive a 'For Information' task to learn the response to the query form, and a 'For Information' action on the point of clarification form.
Next Article: Adding 'Points for Clarification'