CONTEXT #
This guide describes the “Questions/Answers” function in AjourTender, which is part of AjourSystem (web-based). The function enables dialogue between bid managers and the tender administrator in connection with a tender. Bid managers can ask questions about the tender, and the tender administrator can answer these questions directly in the system.
RELEVANCE #
This guide is relevant when a bid manager needs to clarify uncertainties in the tender material, or when a tender administrator needs to handle and answer incoming questions from potential bidders. The function ensures that all questions and answers are collected in one place and are available to relevant parties throughout the tender process.
PREREQUISITES AND REQUIREMENTS #
- Access to AjourTender with a relevant user role (bid manager or tender administrator)
- An active tender to which the question/answer will be linked
- Knowledge of the deadline for questions, as questions cannot be submitted after this deadline has expired
WHO CAN ASK QUESTIONS #
The right to submit questions depends on your affiliation with the tender:
- Participating bidders (including the main bidder) can always submit questions, as independent participants have the right to communicate directly with the tender administrator.
- Invited bidders can submit questions immediately, as an invitation to a package makes them participating bidders.
- Invited users (e.g. subcontractors or colleagues) cannot submit questions unless they are themselves added to a package as a participating bidder.
- Unauthorized users (users without affiliation to a package, who are neither administrators nor participants) cannot submit questions. The Submit question button is not displayed for this user group. They can still read the tender and view existing questions and answers.
ℹ️ Note: When an unauthorized user subsequently signs up and selects a package, the user is added to the package and treated as a participating bidder – and can submit questions from that point on.
GUIDE (step by step) #
As a bid manager – asking a question:
Step 1: Open the relevant tender, and click the Questions tab.
You now see a list of previously submitted questions and any answers, sorted with the newest at the top.
Step 2: Click the Submit question button in the top right corner.
⚠️ Note: This button is only visible if you are a participating bidder. See the section “Who can ask questions” above.
Step 3: Enter your question in the text field that appears.
Step 4: Confirm and submit the question.
The question now appears in the list with a serial number as well as the date and time of creation.
As a tender administrator – answering a question:
Step 5: Open the relevant tender, and click the Questions tab.
Step 6: Find the unanswered question in the list.
Step 7: Click the Add answer button in the top right corner.
Step 8: Enter your answer.
💡 Tip: Always begin your answer with a reference to the question number you are answering (e.g. “Re: #4:”). Since the answer field is not placed directly below the individual question, a clear reference makes it easy for all participants to see which question the answer belongs to.
Step 9: Save the answer.
The answer now appears linked to the original question and is visible to bid managers.
IMPORTANT TO KNOW ABOUT VISIBILITY
Questions and answers are visible to all participants in the tender – not only the person who asked the question. If the tender is public, questions and answers are also visible to everyone, including companies that are not yet participating in the tender.
Also be aware of the deadline for questions and the submission deadline, which are shown on the right side of the tender’s front page.
PRINT AND EXPORT QUESTIONS/ANSWERS
In the top right corner of the Questions tab you will find the Print and Export buttons. Which buttons you can see depends on your role in the tender:
| Function | Tender administrator | Bidder | Invited user |
|---|---|---|---|
| ✅ | ✅ | ✅ | |
| Export | ✅ | ❌ | ❌ |
Print (tender administrator, bidder and invited user)
The function generates a print-friendly version of the list of questions and answers, which can be printed or saved as a PDF, e.g. for documentation or archiving.
Step 1: Open the relevant tender, and click the Questions tab.
Step 2: Click the Print button in the top right corner.
Step 3: Select a printer or “Save as PDF” in the print dialog, and confirm.
Export (tender administrator only)
The function exports the complete list of questions and answers, so that it can be saved or processed further outside AjourTender, e.g. as part of the overall tender material.
Step 1: Open the relevant tender, and click the Questions tab.
Step 2: Click the Export button in the top right corner.
Step 3: Save the exported file on your computer.
⚠️ Note: The Export button is only visible to tender administrators. As a bidder or invited user, you can only use Print to save or document questions and answers.
NEXT STEPS #
- See the guide on handling addenda, if an answer leads to a change in the tender material
- See the guide on “Invited users”, if you need to control who has access to ask questions
- See the guide on the participant overview to follow the status of bidders in the tender