iTWOcx RIB CX Tenders provides a number of tools to let Tender Admins and users perform bulk actions on their packages. You can create packages in bulk, edit their details in bulk , issue addenda for more than 1 package and send reminders to bidders on multiple packages in one go.
Bulk Create Package
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Bulk Action Tools to help you create, update and edit packages in bulk.
Create a Package in Bulk
1. To create more than one package at a time, Click on the Bulk Action Tools button on the Tenders Dashboard.
2. Click on Create Package in Bulk.
3. This will launch the Bulk Action Tools wizard.
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4. Select the database
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- This will then create a package per trade that you have selected in Draft Status
- Draft status packages are not yet Issued and need certain required information to be added before they are issued out to your bidders.
- If you return to the Tender Dashboard you will see these packages in the Dashboard with an Edit button
- This will allow you to edit these packages , add the necessary bidders and documents and issue them out to Tender.
Bulk Edit Package Details
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.
5. Select the Trades by placing a tick in the checkbox. You can also filter for particular trades.
6. Click Next Step.
7. A Package Summary will preview the trades selected.
8. To proceed with the creation of each trade package, Click Create.
9. The selected trade packages will be created in the Not Issued status.
10. You can locate these Not Issued trade packages on the Tender Dashboard.
11. You will be able to Edit, Cancel or Duplicate the package in the Actions drop down.
12. The Not Issued status requires you to fill in additional information, add bidders and documents.
13. When you are ready you can Issue the packages.
Change Package Details
1. To change the details of more than one package at a time click on the Bulk Action Tools
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button on the
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Tenders dashboard
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.
2. Click on Change Package Details
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.
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3. This will launch the wizard
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From here you will be able to edit 3 different types of detail about the packages you've selected
- The package close date
- The package Contact
- The settings on the Package regarding Enforcing the Close Date
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4. Select the Trade Packages you wish to edit.
5. Click Next Step.
6. Choose the details you would like to edit by ticking the checkboxes.
| Info |
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Please note that the list of packages shown here will be packages that are in either Draft or Issued Status. Withdrawn or Awarded packages will not be available for selection here. |
Edit
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Package Close Date
1. Tick the checkbox to
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Edit Package Close Date.
2. Select the new Close date
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.
3. The Notify Bidders checkbox is automatically ticked as this is a change to the Package
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Details.
4. In the text box provide a reason for the change.
5. Click Next Step.
6. The Preview tab will show a summary of the changes
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. It will show the Current Close Date and the New Close Date.
7. If you are happy to proceed with updating the
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packages, Click Update Packages.
Edit
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Package Contact
1. Tick the checkbox
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Edit Package contact.
2. Select the new Contact by clicking on the
button.
3. You can choose to Notify the Bidders by ticking the checkbox.
4.
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Add a reason for the update to the text field.
5. Click Next Step.
6. This will display a Preview summary which shows the updated details i.e. Current Contact and the New Contact.
7. If you are happy to proceed with updating the package, Click Update Packages.
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Enforce Close Date Setting
1. Tick the checkbox
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Change Enforce Close Date Setting.
2. Select Yes to enforce the close date for the selected packages
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or No to not enforce it.
3. Tick the Notify Bidders checkbox and type a reason for the change into the text field.
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4. Click Next Step.
5. The preview summary will show the Enforce Close Date with either a Bold Yes or No.
6. If you are happy to proceed with updating the package, Click Update Packages.
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Notify Bidders
When you make a change to the details of the selected packages you have selected you have the option to Notify bidders Bidders of the change with a custom message.
All Active active bidders on the Issued Packages will be notified of the changes along with the reason that you add.
If you tick the Notify Bidder option and leave the message box emptempty, iTWOcx will RIB CX will send a standard message with the details of what was changed to the relevant bidders.
| Info |
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If you make a change to the Close Date of a package(s), then the system will automatically notify the bidders of the change. This will be represented when the tick box The checkbox to Notify Bidders will be is automatically ticked by default and cannot be unticked. You can still add a custom message in this scenario. |
Bulk Issue New Revisions as Addenda
With this tool you will be able to send out addenda for multiple packages.
To begin
1. Click on the Bulk Action Tools
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button on the
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Tenders dashboard
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.
2. Click Bulk Issue New Revisions as Addenda.
3. Select the packages you
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Update Revisions
- On the update revisions tab you will be shown a list all the documents on the packages you selected which have a new revision (which has not already been issued on an addenda.)
- Each row will also indicate the number of package this document is on from the total number of documents you have selected
Editing what packages to issue a document as part of an Addenda
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wish to send new revisions as an addenda.
4. Click Next Step.
5. The Update Revisions tab will open. This tab shows you what documents have a new revision and how many packages will be updated. i.e. 4 packages of the 88 packages selected will be updated with the first drawing.
6. You can edit the list of packages that the latest revision will be issued
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to by Clicking on Edit at the end of the document row.
7. A list of packages that this document
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has been issued to will display.
8. Select which packages you would like to issue
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the new revision to as part of an Addenda.
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9. When you have
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Add Documents
Similar to issuing an Addenda for a single package, when issuing bulk Addenda you can also add new documents from the Register or upload new documents on the fly that can be sent out as part of your Addenda
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finished editing, Click Done.
10. Then Click Next Step.
11. On the Add Documents tab you can Select Documents using the folder
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navigator (1).
12. Or Search for them
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(2).
13. Or upload a new attachment to the Addenda (
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this attachment will not be uploaded to
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Publication Space) (3).
14. When you are ready click Next Step.
15. The Utility will now show you a final Summary of the Addenda for you to confirm.
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This tab will show you All the new revisions and new documents you have included for all the packages you wish to issue Addenda for.
Each row will show the
- Document number,
- the latest revision,
- whether it was a New revision being issued or a newly added document
- as well as how many packages
- On this tab you can also add the reason for the Addenda (required)
- Once completed, Click Issue Addenda
- This will issue the addenda for all the packages selected and notify the relevant bidders.
shows:
- Document reference number.
- The latest revision.
- Whether it is Revision of a previously issued document or a newly added document.
- As well as how many packages will be updated.
16. Review the details, give a reason for the change and then Click Issue Addenda. This will notify all the bidders on these packages.
Send Reminders to Bidders
This utility allows you to send Send Reminders to bidders Bidders on your packages in bulk.
To Begin - Select Packages
1. Click on the Bulk Action Tools
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button on the
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Tenders dashboard
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.
2. Select the packages you would like to send
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a reminder on and Click Next
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Step.
3. Select which bidders you would like to send reminders
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Select Bidders
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to. If you would like to send
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to
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all Bidders under a package heading place a tick in the checkbox next to the package heading.
4. Click Next Step.
5. The Summary page will display what packages have been selected and how many bidders are going to be notified per package.
6. If you are happy with these changes click Send Reminders.
