CONTEXT #
This guide describes how, as a tender administrator, you appoint the winning bid for a contract and send a result decision to the participants in AjourTender when the tender has the status Closed.
RELEVANCE #
After the submission deadline has passed and you have considered the bids received, you need to be able to appoint the winning company for each contract and inform the participants about the decision.
PREREQUISITES AND REQUIREMENTS #
- You must have access to the AjourTender module
- You must have the system permission AjourTender – Tender administrator
- The tender must have the status Closed
- At least one tender/PQ must have been received for the contract you want to appoint a winner for
GUIDE (step by step) #
Step 1: Open the desired tender and select the Tender/PQ tab.
Step 2: Select the contract in the left-hand tree structure that you want to appoint a winner for.
Step 3: Check the box in the Select column next to the company whose bid should be appointed as the winner. Only one company can be selected per contract.
Step 4: Click Complete selection. The button is only active when at least one company is selected.
Step 5: A window titled “Send completion list of the tender” opens. The Subject field is prefilled with the text “Result decision on tender: [tender name]”. You can freely edit the subject as needed.
Step 6: Click Edit if you want to add a personal text to be displayed in the e-mail together with the decision. The text field is empty by default.
Step 7: Click Preview to see an overview of the content. Preview shows a table with the columns Contract and Company for each appointed winner.
Step 8: Click Send when the text and subject are ready.
Step 9: A warning is displayed: “This e-mail text and tables of the contract bids will be sent to the participants of the tender. Do you want to continue?”. Click OK to confirm, or Cancel to cancel.
Step 10: The decision is sent to the participants of the tender. The e-mail states that the tender is now completed and which companies have been selected per contract. The action is registered in the Log as “Contract result saved” together with your name and your e-mail.
NEXT STEPS #
- See the guide “Complete tender” to complete the tender finally
- See the guide “Tender status” for an overview of the status flow
- See the guide “Send Result List” to give the participants insight into all bids received