Scenario Tender Management - FAQ

How many Responsible Persons per Tenderer Company are allowed to have access to the Tenderer Portal?

The Tender Management module has been set up to allow only 1 Company per Package and 1 registered email per Package.
The system allows you to substitute a new email/account but not ADD a new user/account in the same package from the same company if one already exists.

Can I still add another row for the same Tenderer Company on Tenderer Package Security?

No. Only one row for a Tenderer Company per Package can be added on the Tender Package Security Tab.

I need to change the Responsible Person for a Tenderer Company on a Contract Package.

When you change the Responsible Person for a Tenderer Company on a Contract Package, you need to reset the Account of the new Responsible Person.
Use the Reset Account option to trigger the activation email for the new Responsible Person.

I changed the Tenderer Status to 'Unsuccessful Tender' for a Tenderer Company.

If the Tender Status is set to 'Unsuccessful Tender' for a Tenderer Company, the Responsible Person will no longer receive a Tender - Update email once a new Tender Transmittal is created.

I need to add a Tenderer Company after the Contract Package is Tender Released.

If a new Tenderer Company gets added after the Contract Package is set to Stage = Tender Released, you need to do the following;

Add the Tenderer Company on the existing TDT and TCO Documents for them to be able to access when they log in on the Tenderer Portal.
Use the Reset Account option to trigger the Tender Activation email for the Responsible Person of the newly added Tenderer Company. Ensure the Tenderer Status is set to ‘Invited’ before clicking the Reset Account button.
Email the newly added Tenderer Company to advise them of the Tender and tell them that you have sent the Tender Activation email.

I changed the Responsible Person for a Tenderer Company and reset the account, but the User did not receive the Tender Activation email.

Make sure you saved the change after you modified the Responsible Person for the Tenderer Company before you click the Reset the Account option.

I created a Tender Transmittal but did not publish it yet. Where can I find it after saving it?

You can find it on the Contract Packages > Tender Transmittals (OUT) Tab.

How will I know if the documents have been transmitted?

You can check if the documents have been transmitted on the Tender Transmittal Document > Transmitted Tab and TDT Output Form.

How to know if the Tenderer Company opts to bid or not?

You will know it by the Tenderer Status on the Tenderer List & Access Tab.
If the Tenderer clicks the 'I intend to Respond' option on the Tenderer Portal, it will update the Tenderer Status to 'Responding'.
If they click the 'I do NOT intend to Respond' option, it will update the Tenderer Status to 'Not Responding'.

If I responded to a Tenderer RFI directly on the TRFI document, how does the Tenderer get notified?

If the RFI has come in from Tenderer, you can:

Add the response in the text box within the TRFI document screen (hyperlink from the Contract Package Tender RFI (IN) tab), and upload any attachments.
Set status = RISSUED

However, if you want the information to go to ALL Tenderers, then we would recommend creating a new Tender Communication (Outbound) E.g. An Addendum

For email notifications, the following rules apply:

If the Tenderer raised TRFI – an email will be sent to the Personnel who creates the Package and the Scenario Users under Tender Security setup
If you responded to the same TRFI by the Tenderer – no email will be sent out to Tenderers for any updates.

I have set the Contract Package ‘Stage’ to ‘Tender Review’, but I still cannot see any bids. Is there another requirement before the bids can be viewed?

Yes, both the Contract Package ‘Stage’ needs to be set to Tender review or higher, and also the Actual Close Date in the ‘Planning’ Tab, needs to have passed, for bids to be viewed.