Respond to tender dispatches

A tender dispatch is a package of information sent by the contracting ompany. The dispatch package contains the particulars of the work involved. Through the dispatch you are asked to submit your bid for the tender. You may also be asked to supply information about your company and any information that will support your company's ability to carry out the work.

Note To be able to open and download documents, ensure that any pop-up blockers are disabled for your browser.

Tender team members with the Tender General Access and Interact with tenders user role permissions can respond to a tender dispatch. They can only respond before the final submission date.

To respond to a tender dispatch:

1. Acknowledge the tender dispatch.

   Note If a response has not been requested for the dispatch, this is the only action which can be taken.

2. Attach documents to your response.

3. Submit your response.

You can also decline or retract a response as necessary.

View a tender dispatch

4. Click Overview on the Main Menu.

5. In the Current Active Tenders section, click the tender you want to view.

   The Tender Details page is displayed.

6. In the Outstanding Tasks section click View Details for the tender dispatch.

   The View page is displayed for the tender dispatch, listing the details of the tender, the details of the tender dispatch, and any attached documents.

7. Click Download to view a document or Properties to display its properties.

Acknowledge a tender dispatch

To acknowledge receipt of a tender dispatch for which a response has been requested:

8. On the View page for the tender dispatch, click the appropriate button:

   • Acknowledge and Submit: You intend to make a submission for this tender.

   • Acknowledge and Decline: You do not intend to make a submission for this tender.

   The Additional Comments page is displayed.

9. Enter any comments.

10. Click Send.

    The Tender Details page is displayed.

Attach documents to a submission

Warning If the Final Submission Date passes while you are uploading documents, the upload will fail and you will be unable to submit your bid.

To attach documents to a submission:

11. On the View page for the tender dispatch, click Ready to proceed now.

    The Respond page is displayed.

12. If you want to add documents click Yes in the Response section.

    The Add Documents window is displayed.

13. 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.

14. Edit the Names of the documents if required.

15. 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.

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

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

    The documents you have added are displayed. 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.

Submit a response

18. On the View page for the tender dispatch, click Ready to proceed now.

    Note If you want to submit a response later or decline, click Proceed at a later date or Decline as required.

    The Respond page is displayed.

19. If you want to add any documents click Yes (see Attach documents to a submission above for more information on adding documents), otherwise click No - proceed with next step.

20. Enter any comments.

21. Click Submit.

    Tip If you want to save your application for later submission, click Save at this point.

    A confirmation message is displayed.

22. Click OK.

    The Tender Details page is displayed.

Retract a response

Note Response retractions can only be made on or before the Final Submission Date.

23. On the Tender Details page, click the drop-down arrow in the History section to expand it.

24. Click Retract for the response you want to retract.

    The Additional Comments page is displayed.

25. Enter any comments.

26. Click Send.

    A confirmation message is displayed and the tender dispatch is listed again in the Outstanding Tasks section of the Tender Details page.