CONTEXT #
This guide describes how, as a tender administrator in AjourTender, you create and send out a correction sheet so that all bidders on a tender are notified of changes or new material.
RELEVANCE #
You need this guide when changes have been made to a tender during the process – e.g. new or changed tender materials – and you need to ensure that all bidders are made aware of it in a formal and documented way.
PREREQUISITES AND REQUIREMENTS #
- You must have the project permission Tender administrator in AjourTender
- You must have access to the tender in question
- Best practice: Upload the correction sheet itself (the document) under the Tender materials tab in a folder created for the purpose, before you send out the notification
GUIDE (step by step) #
Step 1: Open the desired tender and go to the Correction sheets tab. Here you see an overview of any previously sent correction sheets with their publication date.
Step 2: Click the Send out correction sheet button in the top right corner.
Step 3: In the Send review letter window, fill in the Subject field with a short heading for the correction sheet.
Step 4: Fill in the Text field with a message to the bidders. The text can be formatted with bold, italics, numbered/bulleted lists and indentation via the toolbar at the top of the field.
Step 5: Click Send to send out the correction sheet to all users on the tender.
Note: If you click Close instead, the window closes without the correction sheet being sent.
After sending, the following happens automatically:
- The correction sheet is added at the top of the list under Correction sheets with the publication time
- All invited users/bidders on the tender receive an email with the subject, the text and a link directly to the tender
- The action is recorded in the tender’s Log with the text “Revised page added and sent by email to all the tenders users”
NEXT STEPS #
- Check in the Log tab that the correction sheet has been recorded correctly
- Follow up on the bidders’ participation
- See the guide “View correction sheets as a bidder” to understand what the bidders receive