Shortlist schedule item

The Shortlist schedule item allows users to create a shortlist of contractors from the contractor database or from previous schedule items.

The Shortlist schedule item process is:

1. Start the Shortlist schedule item (see Start and complete schedule items).

2. Add the shortlisted contractors.

3. Complete the Shortlist schedule item (see Start and complete schedule items).

Add contractors to a Shortlist schedule item if there are none already associated with the tender

The method for adding a contractor to a Shortlist schedule item in a tender schedule when there are no contractors already associated with the tender through a previous schedule item (e.g. a Despatch/Tracking step) is different to the method for subsequent Shortlist schedule items.

4. Navigate to the home page of the tender. If necessary, click the Schedule tab.

5. Click the name of the Shortlist schedule item.

   The Shortlist page is displayed.

6. Click the Add Contractor box and type part or all of the contractor's name, reference, external reference, address, non-confidential text or numeric custom fields, or the name of a contact.

   A list of all contractors which match the typed text are displayed, to a maximum of 50. The information displayed in the list for the contractors includes the specific field where the match was found, e.g. the address.

   Click the Contractor Details button to open a pop-up window with more information about the contractor, including the values of any non-confidential custom fields.

   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.

   If you need to search for a contractor by additional criteria, click the Add button to display the Contractor Search page. See Add contractors from the database below for more information.

7. Select the contractor you want to include in the shortlisting process.

   A confirmation message is displayed and the contractor is added to the Contractors list.

8. Repeat steps 3 and 4 to add additional contractors.

Add contractors to a Shortlist schedule item if some are already associated with the tender

There are two options for adding contractors to a Shortlist schedule item which is not the first one in the tender schedule:

• Adding contractors associated with previous schedule items

• Adding contractors that previously have not been associated with the tender from the contractor database.

  Tip You can view the way in which a contractor was added to a Shortlist schedule item by navigating to the Shortlist schedule item home page after the contractors have been added. The method used for adding contractors is listed under the Source heading in the Contractors section of the page.

Add contractors associated with a previous schedule item

Note There must be at least one previous schedule item with associated contractors in order to use this function, e.g. a previous Shortlist or a Despatch/Tracking schedule item.

9. Navigate to the home page of the tender. If necessary, click the Schedule tab.

10. Click the name of the Shortlist schedule item.

    The Shortlist page is displayed.

11. Click the Add button in the Contractors section.

    The Choose source menu is displayed.

12. Click Previous Schedule Item to add a contractor already associated with the tender.

    The only contractors displayed are those associated with the last schedule item to include contractors (e.g. Shortlist or Despatch/Tracking).

13. Select the contractors you want to be included in the current Shortlist process.

14. Click Include Contractors.

    A confirmation message is displayed.

Add contractors from the database

15. Navigate to the home page of the tender. If necessary, click the Schedule tab.

16. Click the name of the Shortlist schedule item.

    The Shortlist page is displayed.

17. Click the Add button in the Contractors section.

    The Choose source menu is displayed.

18. Click Database.

    Warning Choosing contractors from the database and not a previous schedule item means that the contractor was not part of the tender process until this point. This action will be recorded in the audit log for this tender.

    A warning message is displayed.

19. Click OK to proceed.

    The Contractor Search page is displayed.

20. Select whether to search in:

    • Contractor Database - search the existing contractor database for a contractor (see Search for contractors for details of the fields).

    • Shortlist - search in other tenders and select from their shortlisted contractors.

    Note Contractors associated with previous schedule items are not available using this search method.

21. 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.

22. Click Include Contractor(s).

    A warning message is displayed.

23. Click OK.

    A confirmation message is displayed.

View shortlisted contractors

The following table describes the information displayed on the Shortlist schedule item home page for the shortlisted contractors.

Remove contractors from Shortlist schedule items

Contractors cannot be removed from a Shortlist schedule item if they have been selected in subsequent schedule items (e.g. Despatch/Tracking or Award).

24. Navigate to the home page of the tender. If necessary, click the Schedule tab.

25. Click the name of the Shortlist schedule item.

    The Shortlist page is displayed.

26. Click the icon for the contractor you want to remove.

    A warning message is displayed.

27. Click OK.

    A confirmation message is displayed.