Creating a tender

When you are creating a new tender, you need to click the button ”Create new tender” in the upper left-hand corner.

NOTE! You are only able to create new tenders if you have been set up as a tender administrator. If you are not, then please contact your Ajour System administrator to get these permissions.

Upon pressing the button ”Create new tender”, the shown dialogue box is opened.

1. Start selecting which project the tender concerns. (This is done to enable the system to connect the tender with an existing project and thereby get access to fetch material from the project in AjourBox and to save incoming offers/PQ-material regarding the chosen project).

• Fill out the name of the tender (this is the name which is shown in the overview from earlier on).
• Write a short description of what the tender concerns.
• Make up your mind whether the offer/PQ-material is to be visible to the tenderer during the tender process.
  • (If you tick off here, all uploaded material/offer from bidder will be visible immediately to the tender administrator and nobody else. No bidders can see each others´ material/offer).
  • If you, as a customer, do not wish this function in your system, then please contact Ajour Support, then we will take care that the function is removed from your system.
  • If the function is not available in your system, and the company wishes to make it available, then please contact Ajour Support, then we will make the function available to you.

Setting up the tender

The tender is now created and you may continue to set it up/prepare it.

This is done by filling out the fields in all 7 flags shown above.

You will be asked to take a stand regarding different settings in each flag, and the final “Result” is a result page that provides you with a collective overview of what the tender contains and how it was set up.

Name and Project

• Name of the project
  Here is the name that you gave the tender in the previous dialogue box
  • It is possible to change it or correct possible misspellings
    
• Project number (not required)
  indicate number of project
  
• Brief description
  Here is the description that you wrote in the previous dialogue box
  • It is possible to change it or correct possible misspellings
    
• Contracting entity
  Here master data regarding the company, who is tendering the project, is written
  
• External website (not required)
  Indicate link to an external website on which the tender has been published, e.g. www.udbud.dk  or similar
  
• Contact person
  Here you fill in the contact info regarding the person who is the contact person in the tender concerned: name, company, e-mail, and phone number
  
• Currency
  Choose the currency of the tender
  
• Offer/PQ-material and prices 
  • Indicate if offer prices are included VAT
  • Indicate if you wish that offer/PQ-material and prices are visible to the tenderer during the tender process
  • (If you ticked off in the previous dialogue box, you still have time to change it)

2. Upload photo to tender

It is possible to upload a “front page” to the tender – press the “Select Photo” button. (A new dialogue box opens and you may now find a photo on your PC/server)

TIP: The uploaded photo will be shown in the overview of all tenders

Type and Form

Indicate in the left column which type of tender applies for the tender. (If there is none in the list that fits your tender, you may add a type yourself by pressing the “Add” button in the right-hand corner of the column (2).)

Indicate the new type of tender and finish off by pressing the “Save” button (3). The new type of tender is then saved in your system and will be in the list of types of tender in the future.

It is also possible to edit the types of the tender which are listed. This is done by selecting which type of tender needs editing (4) and then press “Edit“. Finish off with “Save“

INFO: If you have made a new type of tender, which is to be public to everyone who wishes to place an offer, then a new type of tender is saved first, whereupon the new type of tender is edited. Here it is possible to tick off the field “public” (5). When the field public is ticked off, everybody, who is interested, may see the tender via the company´s Ajour frontpage. Anyone interested may him- or herself ask for access to the public tender.

Deadlines

1. Tender start (publication) – When the tender is open to bidders

2. Deadline for questions – When do questions have to be asked at the latest (after this date/time it is no longer possible to ask questions, yet it is still possible to have answers to questions asked after this date/time).

3. Deadline for offer or application – When does offer/PQ-material have to be handed in at the latest (after this date/time it is no longer possible to hand in offer/PQ-material).

To indicate a date/time for one of the 3 deadlines, press the “calendar” icon (1,2,3).

Select applicable date. As a standard, the time is always set to 12 PM. If you wish to do it in another manner, press the “clock” icon (4), a new dialogue box opens in which you may enter the wished time.

NOTE: As a minimum, there must be one day between the deadlines (system requirement). It is up to the individual tender administrator to ensure that the deadlines indicated apply to current legislation.

Criteria

Here assignment criteria (left column) and selection criteria (right column) applicable for the tender are indicated.

1. If no assignment criteria have been listed which fits your tender, you can add a new one by pressing the button “Add” as you can under the type of tender.

5. In the dialogue box all previously created selection criteria are listed. It is possible to add new ones by pressing the “Add” button.

3. If you wish to edit a selection criterion already created, press the “Edit” icon.

4. To add one of the listed selection criteria, tick off in the field to the right

You always need to finish off with “Save“.

Contracts

1. To create a new contract, press the button “New contract“

Enter the name of the contract that you wish to offer, e.g. main contract, carpenter or bricklayer etc. Finish off by pressing the “Create a contract” button

If you wish to create multiple contracts at one time, enter the name of the contract, e.g. “Concrete”, and press the “Enter” button on the keyboard. The contract has now been created and you may now write a new contract in the dialogue box and then press “Enter” again. You can repeat this until you have entered all the contracts that you wish to offer.

Add bidders to the created contracts

2. Select which contract to which you wish to invite bidders

3. Then press the “Invite bidder” button, a new dialogue box opens

4. All companies created in your system are listed here. Select a company in order to add a user from the company to the system

5. All users of the chosen company are listed here. Add a user in order to make him/her able to bid on the tender

Only one user of each company may be invited to each of the created contracts. The same user may be invited to bid on multiple contracts in the same tender. The invited user (the bidder) may invite colleagues, partners, or suppliers him- or herself without having to involve the tender administrator (see this article)

If you wish to invite a user, who has not been created previously, you may do so via the “Add new user” button in the lower left-hand corner

NOTE: Keep in mind, that an invitational email will be sent straight away after you press the “create user” button.

Material

Here it is possible to upload the tender/PQ-material

1. At the top, the project and tender are displayed, and below you can create the desired folder structure that suits your tender, and upload files to the folders by clicking on “upload files” (2).

3. You can also copy files or folders directly from AjourBox if you have already created a folder structure for the tender material. Press “AjourBox”, which now opens in a new window, from which you can drag files or folders including files or subfolders directly into the tender dossier.

Tip: You also have the opportunity to copy tender material from other cases in AjourBox or from the global AjourBox.

Result

The result flag is an overview of all tenders and all the settings/choices made

4. The area “Participation” – Here you get an overview of how many invited bidders participate, have rejected the invitation, have yet to answer to the invitation, and the total number of invited bidders

5. The area “Tender/PQ” – Here you get an overview of how many bidders have handed in offers/PQ-material

6. The area “Questions and Answers” – Here you get an overview of how many questions/answers the tender has generated

7. The area “Deadlines” – Shows the deadlines you have indicated as applicable to the tender

8. When you are satisfied with the setting of the tender and everything is ready, then press the “Approve” button.

NOTE: invited users will get an email, that notifies them about your tender, as soon as you approve the tender.

If there are fields, which have not been filled out, a dialogue box will tell you which fields you need to fill out.

When the start date of tender arrives, the tender will be marked as on-going.