The ‘Points for Clarification’ form enables the tender team to clarify any points related to the tender package. Users having the ‘Tender Team’ role can create this form by navigating to the ‘Procurement’ tab.
Below are the steps to add ‘Points for Clarification’:
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 ‘Points for Clarification’ form type.
3. Click on ‘+’ button available at top right.
Alternatively, the ‘Points for Clarification’ 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 ‘Points for Clarification’ form.
1. Package
Description - Select from a list of values in the dropdown. Only ‘Open’ tender packages will appear in this list.
2. PFC Title
Description - Enter a title for the selected PFC on the tender package.
3. PFC Description
Description - Enter a description of the selected PFC in the tender package.
4. Distribute
Description - The distribution list will be automatically populated based on the tender package chosen (See screenshot below). However, users can also distribute to other users using the ‘Distribute’ option.
Click to distribute this form to other users 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.
7. 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 PFC title and distribution list will be auto-populated as shown in the screenshot below:
Once finished, click ‘Send’ to finalise the points for clarification. Click ‘Save Draft’ to save the form in draft mode if needed.
Users selected as recipients will be added to the distribution list, and each will receive a ‘For Information’ task.
Once created, the 'Points for Clarification’ form can be viewed as follows:
From the 'Points for Clarification' form view, bidders can view all the available details and raise a tender query form if required by clicking the hyperlink at the bottom.
Next Article: Invite additional users using 'Supplementary ITT'