Once the invited bidders have placed their bids (quotations), the contact person on the selected tender form can award the package to one of the bidders by evaluating bids (quotations) according to the required criteria, while viewing the related Invitation to Tender.
Below are the steps to review bids (quotations) and award a tender:
1. When opened in Form Viewer, the ‘Invitation to Tender’ form will appear as follows:
Once the form is open, you can go through the received quotations and either award the tender or reject the quotations.
2. To begin evaluating the selected tender, click the 'Tender Evaluation' option highlighted in green on the right.
3. The Tender Evaluation form will appear as follows:
Below is a description of the available fields. Click on a link below to continue:
1. Package
Description - This would be auto-populated based on the selected Invitation to Tender record and cannot be edited.
2. Tender Evaluation Title
Description - Enter or edit the title for the tender evaluation form you are creating.
3. ITB Bidders
Description - This section will list all the bidders who responded to the selected Invitation to Tender and will allow you to assign an evaluation status to each bidder, like 'Selected' or 'Unsuccessful', and enter comments as needed.
Selected - Select this option to award the tender to the corresponding bidder. To award a tender to multiple bidders, assign the 'Selected' status against each bidder to whom you want to award the tender. The awarding of tenders will depend on how the 'SetAwardStatus' attribute is configured in your project.
Unsuccessful - To reject the corresponding bid (quotation).
Comments - Depending on the option you select (i.e. 'Selected' or 'Unsuccessful'), an appropriate message will populate based on the project configuration for the attributes 'AwardedMsg' and 'RejectedMsg'. You may modify the message whenever necessary during the tender evaluation.
In case of multiple bidders, you can also use the bulk apply options available in the column header. To use it, select an appropriate value from the respective column header, such as 'Selected' or 'Unsuccessful' and click the down arrow icon to apply that value to all the columns below under that header.
If using the bulk apply option and the option to award tender to multiple bidders is not configured for your project, the selected value (if any) will be applied to the first record only.
If you are awarding the same tender to multiple bidders, an additional 'Tender Evaluation process complete' checkbox option will be available. You can select this option if your response completes the bid evaluation process for the chosen tender package.
4. Tender Evaluation Notes
Description - Enter evaluation notes for the selected tender package as required. Use rich text formatting options 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.
The bidder to whom the tender is awarded will receive an email notification confirming the same. The content for this email notification can be configured from the configurable attributes area (Name of configurable attribute – ‘AwardedMsg’).
In case the bidder is rejected, the bidder will receive an email notification regarding the same. The content for this email notification can be configured from the configurable attributes area (Name of configurable attribute – ‘RejectedMsg’).
Once submitted, you can view the tender evaluation created under the form group 'Tender Evaluation' with the name of form type as '07. Tender Evaluation'. Please note that you can only raise a tender evaluation form once for each tender package.
Also, the 'Tender Outcome' form will be created automatically based on the number of bidders, i.e. recipients in the tender evaluation. This will appear under the form group 'Tender Evaluation' with the name of form type as '08. Tender Outcome'.
If the checkbox option 'Tender Evaluation process complete' was selected while submitting the tender evaluation, the form status for both 'Tender Evaluation' and the related 'Invitation to Tender' will change to 'Closed' as well.
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