Tender library

When a new tender is created, a document library for that tender is automatically created. This library is used to store all documents relating to the tender - users can store and manage all tender documents in one centralized location. Once a document is added to the tender library, it can be linked to schedule items within that tender.

Note When tender library documents are linked to either Despatch/Tracking or Review schedule items, the document in the tender library is locked from editing until the Despatch Final Submission Date or Review Due Date has passed.

For documents attached to a Review schedule item, this ensures that they cannot be edited by two users at once.

Documents in the tender library are automatically categorized by AVEVA Contract Risk Management depending on the way in which they were added:

• All documents added though the tender library or through a Create Documents schedule item are added to the General Files area of the tender library.

• All documents that are added by contractors (or on behalf of contractors) in Despatch/Tracking schedule items are added to the Submission Files area.

• Contract documents (added in the Award schedule item) are added to both the Contract Files and the General Files area.

• Any documents attached to schedule item notes are added to the Schedule Item Notes area.

View the tender library

The following users can view documents in the tender library:

• Tender Administrators

• any tender team member - Confidential access is required to view documents which have been marked as Confidential

• any user with the Business Unit - Audit Access to Tenders in Business Unit and the Access Across all Business Units user role permissions

  Note Only tender team members who have been assigned to the Despatch/Tracking schedule item, tender administrators and users with the Access Across all Business Units user role permission can view documents in the Submission Files area (and only once the Final Submission Date for the dispatch has passed and the Opening Authority has released the documents).

To view the tender library:

1. Navigate to the home page of the tender.

2. Click the Library tab.

   The Library page is displayed.

3. Select the area of the library you want to view from the filter drop-down list.

   All available documents are displayed. Select the tab which contains the documents you want to view.

   General Files

   Column	Description
   Document reservation status	Indicates whether the document is reserved for editing: - not reserved for editing - reserved for editing by you - reserved for editing by another user
   Document confidentiality status	The icon indicates that the document is Confidential - i.e. only team members with Confidential access can view it.
   Document Locked and Published status	Indicates whether the document can be sent to contractors in a tender message or a Despatch/Tracking or Award schedule item. - cannot be sent to contractors. - can be sent to contractors.
   Name	The name of the document. If version tracking is enabled, the name is suffixed with (vx) to indicate the version number.
   Associated Create Documents	The name of the Create Document schedule item in which the document was added to the tender, if relevant.
   Frozen	Indicates whether the document is frozen. If it is frozen, it cannot be edited or deleted, or added to an award.
   Under Review	Indicates whether the document is in an active review. If it under review, it cannot be edited or deleted, or added to another schedule item.
   Modified	The date and time that the document was last modified.
   Last Modified By	The name of the user who last modified the document.
   Size	The size of the document, in KB.

   Submission Files

   Column	Description
   File Name	The name of the document.
   Bidder	The name of the bidder (contractor) who submitted the document.
   Associated Despatch and Track	The name of the Despatch/Tracking schedule item in which the document was submitted by a bidder.
   Opened By	The name of the opening authority who opened the submission and released the document.
   Opened On	The date and time that the opening authority opened the submission.
   Released	Indicates if the document has been released.
   In Original Submission	Indicates if the document was included in a bidder submission sent via AVEVA Contract Risk Management: Yes - the document was sent through AVEVA Contract Risk Management No - the document was manually added by the opening authority after being received outside AVEVA Contract Risk Management
   Price Categorisation	The category of the document: Uncategorized Priced - contains commercial information Unpriced - does not contain commercial information

   Contract Files

   Column	Description
   File Name	The name of the document.
   Bidder	The name of the contractor who was awarded the contract that the document is associated with..
   Contract Ref	The reference of the awarded contract that the document is associated with.
   Contract Name	The name of the awarded contract that the document is associated with.

   Schedule Item Notes

   Column	Description
   File Name	The name of the document.
   Note Text	The text of the note that the document is associated with.
   Schedule Item	The name of the schedule item that the note was added to.