Despatch/Tracking schedule item

The Despatch/Tracking schedule item allows assigned tender team members to dispatch tender documents to contractors and request a formal response. Typically this schedule item allows contractors to submit bids for the tendered work. Through AVEVA Contract Risk Management, dispatches can be sent either via email or the AVEVA Contract Risk Management Contractor Portal.

When a tender document is sent as part of a dispatch, the document is locked from editing and cannot be changed until the final submission date has passed.

In order to comply with bid opening regulations, contractor responses are locked and cannot be accessed until the final submission date has passed. Submissions can only be opened and released by the assigned Opening Authority.

Despatch/Tracking schedule items can be configured as Priced, Unpriced or Mixed to enable the Opening Authority to correctly assign the submission documents for evaluation. Submission documents for Priced and Unpriced schedule items are automatically categorized according to the Despatch/Tracking type. Submission documents for Mixed Despatch/Tracking schedule items are uncategorized, but can be set to Priced or Unpriced by the Opening Authority.

The Despatch/Tracking schedule item process for a request which requires a response is:

1. Start the Despatch/Tracking schedule item (see Start and complete schedule items).

2. Create a request for submissions (see Create requests for contractor submissions):

   1. Enter the request details and content.

   2. Assign the Opening Authority - the representative of the awarding company who has been tasked with opening contractor submissions as part of the formal opening ceremony.

   3. Select recipients.

   4. Dispatch the request.

      If necessary, you can modify and redispatch requests (see Modify and redispatch requests).

3. The bidders acknowledge the request, and complete and submit their bids.

   If tender notifications are configured in the AVEVA Contract Risk Management Administration, a reminder email will be sent to bidders who have yet to make a submission, a specified number of days before the final Submission Date.

   Note If the Final Submission Date passes while the bidder is uploading documents, the upload will fail and the bidder will be unable to submit their bid.

4. Open and release submissions (see Open contractor submissions as the Opening Authority):

   5. Open the submissions once the Final Submission Date has passed.

   6. For Mixed submissions, categorize the submission documents.

   7. Release the submissions.

   If necessary, you can record submissions made outside of AVEVA Contract Risk Management (see Record the response status of contractors).

5. Complete the Despatch/Tracking schedule item (see Start and complete schedule items).

If the Despatch/Tracking schedule item is for a request which does not require a response, only steps 1, 2 and 5 are necessary.