iTWOcx 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.
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RIB CX Tenders provides Bulk Action Tools to help you create, update and edit packages in bulk.
Create a Package in Bulk
1. To create more than 1 one package at a time click , Click on the Bulk Action Tools widget button on the main Tenders dashboard
2Tenders Dashboard.
2. Click on Create Package in Bulk.
3. This will launch the Bulk Action Tools wizard.
34. From the drop down select, Create Packages in Bulk4. Click Next
Select the database.
5. Select the database from which you'd like to create the packages
6. Select the Trades you'd like to create packages for
7. Click Next
8. You will be presented with a preview of the trades/packages that will be created
9. To proceed with creating a package for each of these trades , Click Create
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
1. To Edit more than 1 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 action widget button on the main Tenders dashboard.
2. This will launch the Bulk Action Tools wizard.3. From the drop down select, Click on Change Package Details in bulk4. Click Next
53. This will launch the wizard to let you edit packages in Bulk - To begin - Select the packages you would like to Edit
6. Once the packages are selected, Click Next
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.
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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 edit Edit Package Close Date.
2. Select the new Close date.
3. As The Notify Bidders checkbox is automatically ticked as this is a change to the Package details that the Bidders need to be aware of you will be required to Notifiy the Bidders (Which will automatically be ticked)
4. You can add your custom message if you prefer.
5. After doing so click Preview changes
6. This will then display 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 with the original information and the information you have updated for the Close Date. It will show the Current Close Date and the New Close Date.
7. If you are happy to proceed with updating the packagepackages, Click Update Packages.
Edit
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Package Contact
1. Tick the checkbox to edit the Edit Package contact.
2. Select the new Contact by clicking on the
button.
3. . button3. After doing so click Preview changes
4. This will then display a summary of the changes with the original contact person and the information you have updated with the new Contact for the package
5You can choose to Notify the Bidders by ticking the checkbox.
4. 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 to Change Change Enforce Close Date Setting.
2. Select Yes to enforce the close date for the selected packages you selected. Or or No to not enforce it.
3. After doing so click Preview changes
4. This will then display a summary of the changes with.
5Tick the Notify Bidders checkbox and type a reason for the change into the text field.
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.
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.
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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.
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1. Click on the Bulk Action Tools action widget button on the main Tenders dashboard.
2. This will launch the Bulk Action Tools wizard.
3. From the drop down select, Bulk Issue Addenda
4. Click Next
5. This will launch the Bulk Issue Addenda WizardClick Bulk Issue New Revisions as Addenda.
3. Select the packages you would like to Issue Addenda for. (Note Only Issued and active (not Closed, Awarded, Withdrawn) packages will be shown here )6. Once the packages are selected, Click Next
7. This will load the Update Revisions Tab
Update Revisions
1. 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.)
2. 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
1. To 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 to by Clicking on - click on Edit
2. This will then show you the Edit at the end of the document row.
7. A list of packages that this document is on so that you can pick has been issued to will display.
8. Select which packages you would like to issue this the new revision to as part of an Addenda.
39. Once When you have edited the packages as needed. finished editing, Click Done.
4. This will launch the Add Documents tab
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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10. Then Click Next Step.
11. On the Add documents Documents tab you can Select Documents using the folder navigator 2navigator (1).
12. Or Search for them (2).
313. To Or upload a new attachment to the Addenda (which this attachment will not be uploaded to the Regsiter, click on Upload and follow the prompts)4. Once all the necessary revisions and documents have been added to the Addenda Publication Space) (3).
14. When you are ready click Next Step.
515. The Utility will now show you a final Summary of the Addenda for you to confirm.
Addenda Summary
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
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1. On this tab you can also add the reason for the Addenda (required)
2. Once completed, Click Issue Addenda
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This tab 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.
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1. Click on the Bulk Action Tools action widget button on the main Tenders dashboard.
2. This will launch the Bulk Action Tools wizard.
3. From the drop down select, Send Reminders to Bidders
4. Click Next
5. This will launch the Bulk Send Reminders to Bidders wizard6. Select the packages you would like to send Reminders to7. a reminder on and Click Next step8. This will launch the next step where you can select Step.
3. Select which bidders you would like to send reminders for
Select Bidders
1. On the Select Bidders tab select which bidders to. If you would like to send reminders to for each page.
2. You can select all by ticking the Select all tick box next to the company header.
3all Bidders under a package heading place a tick in the checkbox next to the package heading.
4. Click Next Step4. This will load the Summary page
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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.
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