Open contractor submissions as the Opening Authority

The Opening Authority role facilitates the replication of the standard formal submission opening process in AVEVA Contract Risk Management. Only the assigned Opening Authority can open contractor submissions.

Open and releasing contractor submissions

When you have been assigned as the Opening Authority for a tender dispatch, you are alerted through an automated email notification and an alert in the Secure Openings menu on the navigation bar. In order for the Opening Authority to open contractor submissions the following conditions must be met:

• The dispatch Final Submission Date must have passed.

• The contractor must have made a submission or a submission must have been made on a contractor's behalf (see Record the response status of contractors).

Step 1: Open contractor submissions

1. Open the navigation bar. If necessary, click the My Work tab.

2. From the Alerts menu, click Secure Openings.

   The My Current Tasks page is displayed listing all your secure opening tasks.

3. In the Tasks column, click the link for your task.

   The Despatch/Tracking home page is displayed.

4. In the Access Contractor Submission section of the page, click the icon for a contractor to formally open their submission.

   A warning message is displayed.

5. Click OK.

   The Submission Details page is displayed for the contractor is displayed, showing general and contractor-specific details of the submission, along with the contractor's submission documents.

Step 2: Record opening comments

After opening the contractor's submission, you can make comments about the opening and record the value of the contractor submission.

6. On the Submission Details page, click the icon in the Opening Authority Comments section.

   The Opening Details page is displayed.

7. Enter any comments in the Comments field.

8. Enter the contractor's submitted value in the Total Price field.

9. Click Save.

   A confirmation message is displayed.

Step 3: Manage submission documents

The documents submitted by the contractor are listed on the Submission Details page. You can sort by the Name, or search for specific documents in the Search box.

In a Mixed submission, you can filter the documents by their Price Categorisation:

• All

• Priced

• Unpriced

• Uncategorised

Add supplementary submission documents

10. Click Add Files.

    The Add Documents window is displayed.

11. Click Choose Files to select the documents to add. You can also drag and drop documents from Windows Explorer.

    Warning If there are problems with any of the selected documents, you cannot upload them. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the documents.

    You can click to remove a single document, or click Remove All to remove all of them.

12. For a Mixed submission, you can change the Price Categorisation of the documents before adding them:

    • Priced

    • Unpriced

    • Uncategorised

13. Click Add x Files to upload the documents to AVEVA Contract Risk Management and attach them to the submission.

    Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

14. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

15. Click Close once all the uploads are complete or cancelled.

    The documents you have added are displayed with a value of No in the In Original Submission column. You can search for specific documents by name, open them by clicking the name, view their details by clicking , or remove them by clicking .

    Click Yes again to add more documents.

Recategorize submission documents

The submission documents are automatically categorized depending on the configuration of the Despatch/Tracking schedule item:

• Priced

• Unpriced

• Uncategorised for Mixed submissions

The documents for Priced and Unpriced submissions cannot be recategorized.

You can manually categorize the documents for Mixed submissions, or leave them as Uncategorized.

To change the categorization of a submission document:

16. On the Submission Details page, select the category of document you want to see from the drop-down list (Priced, Unpriced or Uncategorised), or All to view all documents.

17. Click the Edit icon in the Price Categorisation column.

18. Select the correct categorization from the drop-down list, and click the Save button.

    The value in the Price Categorisation column is updated.

Select documents for release

Clear or select the check boxes as appropriate to select the documents which will be released. The number of selected documents is displayed.

Tip If you use the Select All check box at the top of the list of documents, only those documents currently displayed are selected.

Step 4: Release the contractor's submission

Releasing contractor submissions allows the tender administrators and team members assigned to the schedule item to view the contractor submission.

To release the contractor's submission:

19. Ensure you have selected the check boxes for the documents which you want to release.

    Warning Once the submission has been released, you cannot change your selection.

20. Click Release on the Submission Details page.

    Tip The label on the Release button includes details of the number and categorization of the documents to be released, e.g. Release 4 unpriced files.

    A warning message is displayed.

21. Click Confirm.

    A confirmation message is displayed.

    The tender administrator and users assigned to the schedule item can access the contractor's submission immediately.

Note Once contract submissions have been released, submission documents can be accessed from the Despatch/Tracking schedule item or from the Submission Files area of the Tender Library.

The following users can access the Submission Files area: Tender administrators; any tender team member who has been assigned to the Despatch/Tracking step; any user with the Business Unit - Audit Access to Tenders in Business Unit and the Access Across all Business Units user role permissions

Export the opening summary report

When all submissions opened and released, you can export the contractor submission grid to Microsoft Excel as a summary report.

To export the submission grid:

22. On the Despatch/Tracking home page, click the icon.

    A download window is displayed.

23. Click Open or Save as required.

    The document is opened in an application window.