Video - InEight Document Enhanced - Create and Manage Tender Packages

TRANSCRIPT

Welcome to InEight Document.

This video demonstrates how to create tender packages.

Send out tender documents, release addendum's, deal with tender clarifications, receive tender submissions, and award tenders.

To create a new tender package, click here.

Select package, Then, tender package.

Enter required details, Additional information can also be included, such as the approximate value and preferred document submission format.

Key dates can be specified here.

Greyed out dates are automatically populated by the system during the tender life cycle.

Populate this information.

If possible, to inform tender recipients of the tender closed date.

Select this checkbox to automatically close the package for bidding at the time and date indicated here.

If this option remains unticked, the package will need to be closed manually.

Once saved as a draft, these tabs become available.

To add documents to the tender package, select the documents tab.

Then click here.

Use filters to search the document register, for example, by discipline.

Once added, control the fall format to include here.

Submission criteria can be set here.

Options include requiring certain file formats, and setting a maximum file size.

Currently, the maximum size limit is set at two thousand and forty eight meg.

Default submissions attributes can also be set to ensure all submitted documents include any mandatory document metadata required for that project.

This means that if required, These documents can be automatically uploaded to the document register after tender closeout without having to update or add additional metadata field.

Once saved, recipients can be added to the package here.

Note that recipients do not have to be in a document users.

They just need to be added to the address book as external contacts.

Recipient activity is monitored here. For instance, whether they have acknowledged a receipt, which is required to download or view documents.

Tenders can be made inactive here, meaning one Sun tick they will no longer receive further notifications or package updates.

Use this tab to control the mail types that can be used by tender recipients in relation to this package.

For example, Tinder query is available if they have any questions.

Remember, you'll only see mail types here. If this checkbox is ticked within the mail configuration window.

When setting mail types, it's important to note that mail recipients are set as defaults and cannot be changed by tenderers.

The mail distribution is set so that any submitted Tenders queries will only go to this person.

And a copy to the trade specialist.

Indicated here.

If you are unable to assign default recipients here, it's likely because they do not have access to receive these mail types. Ask your administrator to update security group settings for these users.

So they have the right access to these mail types.

If you plan on allowing tenderers to provide tender submissions by mail, You can also include a mail type here called tender submission.

Once mail distribution is set any sent or received correspondence related to this package will be captured here. As well as being available for your team within the mail module.

Finally, Package security can be defined here.

Permissions for this package can either be set to everyone in your company who has access to the packages module All view and or edit access restricted to selected users within your company.

Once saved, I can release the package to tenderers as soon as required.

Clicking release will send the package to the tenderers via email.

Add all the required details and do a final check of documents and recipients before sending.

All invited tenders will receive an invitation to tender that looks like this.

Documents will be listed along with a link to the Tinder docs website.

Note that once tender recipients are added to the tender, they will receive login details to Tender Docs automatically.

Tendras can also easily send queries or clarifications via Tender Docs back to the nominated recipients in your company.

Who can respond back to them from the mail module using any of the nominated mail types.

All related mail is automatically linked within the mail thread, as well as the tender package.

A complete audit trail is maintained, As tenderers send and receive all documents and correspondence, via the Tinder Docs website only. With tenderers unable to see the names of the other tenderers as this information is hidden.

Soon the tenderers will be ready to submit their bid.

The bid submission may be uploaded as one or more documents.

Once uploaded complete submission needs to be clicked.

Once bids are submitted, they are securely locked in the in a document lock box. They are then only released for review once closeout date and time has been reached.

While the tenderers are preparing their bid, addendums can be issued, Addendums could include updating key dates, adding new documents or recipients, or sending out an additional message.

Once the successful tenderer has been decided, a notice of award is sent to the successful tender.

Unsuccessful, tenderers are sent a notice of regret.

Well, That's how to create and manage Tender packages. Thanks for watching.