Modify and redispatch requests

The details of a dispatch can be modified and reissued to contractors if any changes are required to the original request. This can be done by issuing a redispatch.

Redispatches are performed if changes have to be made to the original dispatch. A redispatch forwards the entire package to the invitees again. A redispatch does not undo the original dispatch, but documents can be edited and resent. You cannot remove recipients of the original dispatch but you can add additional recipients.

An email with the dispatched content attached is sent to contractors that communicate with AVEVA Contract Risk Management via email. Contractors that use the Contractor Portal are notified both through the Contractor Portal and through an email notification with the dispatch content attached.

Note A redispatch can only be performed after a dispatch has taken place and before the final submission date has passed.

Edit the dispatch contents before redispatching

1. On the Despatch/Tracking home page, click Redespatch Options.

   The Redespatch Options page is displayed.

2. Click the icon in the Enter Despatch Contents section to edit dispatch contents.

   The Enter Despatch Content page is displayed.

3. Edit the information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Field	Description
   Contracting Address	Select the appropriate company address.
   Additional Information	Any additional information for prospective contractors.
   Response Required	Select Yes to notify contractors that they are required to respond to the notification.
   Return Address	The return address for the application (if Yes has been selected for Response Required).
   Automated Notifications Enabled	Select Yes to send automatic notifications about this request to contractors, to remind them when the request response is due. The number of days before the Final Submission Date that the notification is sent (Notifications Activation Period) is set by the Administrator and cannot be edited.
   Task Label for Contractors	The label for the alert displayed for this request on the Contractor Portal.

4. Click Save.

   A confirmation message is displayed.

   If you want to redispatch without making further changes, follow the steps below in Redispatch an updated request.

Extend and reduce the final submission date

The final submission date of a dispatch can be extended after a dispatch has been performed.

Note The new Final Submission Date cannot be set to a date or time which is earlier than the current date/time.

Note You do not have to perform a redispatch to update the final submission date. However, if a redispatch is not performed contractors do not receive notification of the change. If a redispatch is not performed, the tender administrators should manually notify all involved contractors of the change to the final submission date to conform to tender Best Practice guidelines.

Extend the dispatch final submission date

5. On the Despatch/Tracking home page, click Redespatch Options.

   The Redespatch Options page is displayed.

6. Click the icon in the Enter Despatch Contents section to edit dispatch contents.

   The Enter Despatch Content page is displayed.

7. Click the icon in the Final Submission Date field and select the new final date for accepting responses.

   The Reason for Change to Final Submission Date field is displayed.

   Note This field is mandatory.

8. Enter the reason for changing the final submission date in the Reason for Change to Final Submission field.

9. Click Save.

   A confirmation message is displayed.

   If you want to redispatch without making further changes, follow the steps below in Redispatching.

View the history of the dispatch final submission date history

10. Navigate to the home page of the tender.

11. Click the name of the Despatch/Tracking schedule item.

    The Despatch and Tracking page is displayed.

12. Click the + icon to expand the Despatch section.

13. Click History of Changes to Final Submission Date for the Final Submission Date field.

    Note This link is only displayed when the final submission date has been edited.

    The History of Changes to Final Submission Date window is displayed listing all changes to the final submission date, the reason given for the change and the username of the person that made the changes.

14. When you have finished viewing the history, click Close.

Add and remove dispatch attachments

Add dispatch attachments

15. On the Despatch/Tracking home page, click Redespatch Options.

    The Redespatch Options page is displayed.

16. Click Link Library Documents.

    The Attach Files page is displayed.

17. Click Link Tender Files.

    The Link Tender Files window is displayed, listing documents in the Tender Library which have Can Send to Contractor set to Yes.

    You can also upload a new document to the Tender Library, or build a document from a template:

    • Click Add File and select Add file to upload a document . See Add a document to the tender library for more information.

    • Click Add File and select Generate from template to build a document from a template. For more information, see Generate documents from a template.

18. Select the documents you want to add.

19. Click Add.

    The documents are displayed on the Attached Files page.

20. Click Save.

    A confirmation message is displayed.

Note When a Tender Library document has been added to a dispatch, and the dispatch has been performed, the document is no longer available for editing from the Tender Library.

Remove dispatch attachments

21. On the Despatch/Tracking home page, click Redespatch Options.

    The Redespatch Options page is displayed.

22. Click the + icon to expand the Select Attachments section.

23. Click the icon for the attached document you want to remove.

    A warning message is displayed.

24. Click OK.

    A confirmation message is displayed.

If you want to redispatch without making further changes, follow the steps below in Redispatching.

Add and removing dispatch recipients

Add dispatch recipients

25. On the Despatch/Tracking home page, click Redespatch Options.

    The Redespatch Options page is displayed.

26. If contractors have been included in a previous Shortlist schedule item, the Shortlist Contractors page is displayed.

    Otherwise, the Contractor Search page is displayed. Use the search filters to find contractors. See Search for contractors for more information.

    On the Despatch/Tracking home page, click Manage Recipients and select Add Contractors.

27. Select the contractors you want to add.

    Note Contractors with a Trading Recommendation of We cannot work with this contractor are displayed but cannot be selected.

    If contractors with a Trading Recommendation of We can work with this contractor with restrictions are selected, a warning message is displayed.

28. Click Include Contractors.

    A confirmation message is displayed.

29. Click the icon to set the means by which the request will be dispatched. For more information, see Create requests for contractor submissions.

Remove dispatch recipients

Note You cannot remove a recipient from a dispatch after a dispatch has been carried out.

30. On the Despatch/Tracking home page, click Redespatch Options.

    The Redespatch Options page is displayed.

31. Click the + icon to expand the Select Recipients and Set Despatch Options section.

32. Click the icon for the recipient you want to remove.

    A warning message is displayed.

33. Click OK.

    A confirmation message is displayed.

If you want to redispatch without making further changes, follow the steps below in Redispatch an updated request.

Redispatch an updated request

34. On the Despatch/Tracking home page, click Redespatch Options.

    The Redespatch Options page is displayed.

35. Click Redespatch.

    Note If email or Contractor Portal is selected as the dispatch method for any of the recipients, a message is displayed asking if you want to compress the dispatch documents for emailing.

    A warning message is displayed if no documents have been attached to the dispatch.

    A message is displayed, warning that once the dispatch is performed it cannot be undone.

36. Click OK.

    A confirmation message is displayed.