Once the invited bidders have placed their bids (quotations), contact person on the selected tender form can award package to one of the bidders by evaluating bids (quotations) as per required criteria, while viewing related Invitation to Tender.
Below are the steps to review bids (quotations) and award tender:
1. When opened in Form Viewer, the ‘Invitation to Tender’ form will appear as follows:
From here, you can review received quotations, award tender or reject quotations as required.
2. To start evaluating the selected tender, click on 'Tender Evaluation' option with green color background at right side.
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 selected Invitation to Tender record and cannot be edited.
2. Tender Evaluation Title
Description - Enter or edit the title for tender evaluation form you are creating.
3. ITB Bidders
Description - This section will list out all the bidders who responded on the selected Invitation to Tender and will allow you to assign an evaluation status to each of those bidders, like 'Selected' or 'Unsuccessful', as well as enter comments as needed.
Selected - To award the tender to the corresponding bidder. You can award one tender to multiple bidders as well by assigning 'Selected' status for each of the bidders to whom you want to award the tender. Awarding of tenders will depend on how the 'SetAwardStatus' attribute is configured on your project.
Unsuccessful - To reject the corresponding bid (quotation).
Comments - Depending on the option that you select (i.e. 'Selected' or 'Unsuccessful'), appropriate message would be populated automatically based on the project configuration for the attributes 'AwardedMsg' and 'RejectedMsg'. You can edit this message as and when required, as part of the tender evaluation.
In case of multiple bidders, you can also use bulk apply options available in the column header. To use the same, from the respective column header, select an appropriate value like 'Selected' or 'Unsuccessful' and click on the down arrow icon to apply that value to all the columns below under that header.
If using bulk apply option and in case awarding tender to multiple bidders is not configured for your project, the selected value (if any) will get applied to the first record only.
In case you are awarding same tender to multiple bidders, there will be an additional checkbox option 'Tender Evaluation process complete'. Select this option if this response completes the bid evaluation process for selected tender package.
4. Tender Evaluation Notes
Description - Enter evaluation notes for 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 - Associate an existing project file to this form if applicable, from the same or other project based on user access.
The bidder to whom the tender is awarded, will get an email notification confirming the same. The content for this email notification can be configured from configurable attributes area (Name of configurable attribute – ‘AwardedMsg’).
In case the bidder was rejected, the bidder will receive an email notification regarding the same. The content for this email notification can be configured from 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 tender evaluation form once for each tender package.
Also, '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 related 'Invitation to Tender' will change to 'Closed' as well.
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