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.
Bulk Create Package
1. To create more than 1 package at a time click on the Bulk Tools widget on the main Tenders dashboard.
2. This will launch the Bulk Action Tools wizard.
3. From the drop down select, Create Packages in Bulk.
4. Click Next.
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 package at a time click on the Bulk Tools action widget on the main Tenders dashboard.
2. This will launch the Bulk Action Tools wizard.
3. From the drop down select, Change Package Details in bulk.
4. Click Next.
5. 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.
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Withdrawn or Awarded packages will not be available for selection here.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 package Close Date
1. Tick the checkbox to edit Package Close Date.
2. Select the new Close date.
3. 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 a summary of the changes with the original information and the information you have updated for the Close Date.
7. If you are happy to proceed with updating the package, Click Update Packages.
Edit package Contact Person
1. Tick the checkbox to edit the Package contact.
2. Select the new Contact by clicking on the ... button.
3. 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.
5. If you are happy to proceed with updating the package, Click Update Packages.
Edit setting to Enforce Close Date
1. Tick the checkbox to Change Enforce Close Date Setting.
2. Select Yes to enforce the close date for the packages you selected. Or No to not enforce it.
3. After doing so click Preview changes.
4. This will then display a summary of the changes with.
5. 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 packages you have selected you have the option to Notify bidders of the change with a custom message.
All Active bidders on 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 empt, iTWOcx will send a standard message with the details of what was changed to the relevant bidders.
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 to Notify Bidders will be ticked by default and cannot be unticked.
You can still add a custom message in this scenario.
Bulk Issue Addenda
With this tool you will be able to send out addenda for multiple packages.
To begin
1. Click on the Bulk Tools action widget 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 Wizard. 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 edit the list of packages that the latest revision will be issued on - click on Edit.
2. This will then show you the list of packages that this document is on so that you can pick which packages you would like to issue this revision as part of an Addenda.
3. Once you have edited the packages as needed. 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.
1. On the Add documents tab you can Select Documents using the folder navigator.
2. Or Search for them.
3. To upload a new attachment to the Addenda (which 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 click Next Step.
5. 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.
As well as how many packages.
1. On this tab you can also add the reason for the Addenda (required).
2. Once completed, Click Issue Addenda.
3. This will issue the addenda for all the packages selected and notify the relevant bidders.
Bulk Send Reminders
This utility allows you to send Reminders to bidders on your packages in bulk.
To Begin - Select Packages
1. Click on the Bulk Tools action widget 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 wizard.
6. Select the packages you would like to send Reminders to.
7. Click Next step.
8. This will launch the next step where you can select which bidders you would like to send reminders for.
Select Bidders
1. On the Select Bidders tab select which bidders 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.
3. Click Next Step.
4. This will load the Summary page.
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.
