CONTEXT #
This guide describes how to reopen a tender in AjourTender (web) that has the status “Closed”.
RELEVANCE #
You need this guide if a tender is closed and you either need to give the bidders more time to submit bids, or need to start a new tender round – e.g. after a completed prequalification.
PREREQUISITES AND REQUIREMENTS #
- You must have the project permission AjourTender – Tender administrator
- The tender must have the status “Closed”
- You cannot reopen a tender with one of the following statuses: Created, Approved, Active, Cancelled or Completed
Note: There are 2 different options for reopening a tender:
- Extend the tender – a simple extension of the tender, where you can change the deadlines already set to new ones
- New tender round – with this option you can edit ALL settings in your tender/prequalification and tender again
With both options you can also delete or add contracts and bidders.
All information/documents from the completed tender/prequalification are automatically archived in AjourBox when this function is selected. This also applies to all received bids and documents that the bidders have uploaded.
Questions/answers received during the previous tender/prequalification are retained and are therefore still visible to the invited users who have access to the new tender round.
GUIDE (step by step) #
Step 1: Click the tender you want to reopen.
Step 2: Click the Menu button in the top left corner of the screen.
Step 3: Select the option Reopening of tenders – a new dialog box opens.
Step 4: In the new dialog box you are presented with 2 options for reopening the tender: Extend the tender or New tender round.
Extend the tender
Select the option Extend the tender when you have an ongoing tender where the bidders need a little extra time to submit their bids. With Extend the tender you can set the tender deadlines again.
Step 5: Select the option Extend the tender, and click the OK button to accept.
Step 6: In the dialog box you can now set the deadlines for questions and the bid/application deadline for bids again – click the calendar icon at the end of the specified deadlines to set them.
Step 7: Select the date on which the tender should open again.
Step 8: Select the time of day when the tender should open by clicking the CLOCK icon.
Step 9: Repeat steps 7 and 8 when setting the new bid or application deadline for bids.
Step 10: Finish by clicking the OK button.
In the overview you can now see the countdown to when the tender opens again and the bidders can access it.
New tender round
Select the option New tender round if, for example, you are running a tender with prequalification and have just completed the prequalification. With this function you can edit ALL settings in your tender/prequalification and tender again. You can also delete or add contracts and bidders.
All information/documents from the completed tender/prequalification are automatically archived in AjourBox. This also applies to all received bids and documents that the bidders have uploaded.
Questions/answers received during the previous tender/prequalification are retained and are therefore still visible to the invited users who have access to the new tender round.
Step 11: Click the option New tender round – a new dialog box opens.
Step 12: The dialog box informs you about what will happen next and asks whether you want to continue – click the OK button if you want to continue.
Step 13: You now get access to the tender itself and all the settings. You can now start making any adjustments needed, e.g. new deadlines, editing contracts and adding/deleting invited bidders.
New deadlines:
Step 14: Select the tab 3 Deadlines to set the new deadlines.
Step 15: As when you created the tender, you must set the deadlines for Tender starts, Deadline for questions and Deadline. By default, the new deadlines are set to the current time at which you clicked New tender round, so you must change the date and time manually.
Step 16: Click the calendar icon to the right of each deadline to select a date.
Step 17: You can click the CLOCK icon to set the time on the selected date.
Step 18: Finish by clicking the OK button.
Editing contracts:
Step 19: Select the tab 5 Contracts.
Step 20: You can now see which contracts you have previously created, and you can add or delete contracts.
- Warning: If a contract is deleted, the bidders invited to that contract are also removed, and they will therefore no longer have access to the tender.
Step 21: If you need to add a new contract, click the New contract button, as you did when you originally created the tender.
Step 22: Once you have created a new contract, you must also invite users to bid – do this by clicking the Invite bidder button.
Add new project material:
Step 23: Select the tab 6 Material.
Step 24: You can navigate the tender’s folder structure on the left and select which folder new project material is uploaded to.
Step 25: You can also create new folders in the structure – do this by right-clicking the place in the folder structure where you want to create a folder and selecting Create folder.
Step 26: You can then start uploading files by clicking the Upload files button.
Step 27: In the folder structure you can also see all received bids and attached documents (red folders).
Note: Every time you start a new tender round, a folder with a date and time stamp is automatically created, in which everything from the tender round that has just ended is archived. The system automatically creates subfolders corresponding to contracts and bidding companies.
Approve the new tender round:
Step 28: Under the tab 7 Result you can now see all the settings you have made for the new tender round.
Step 29: If everything is as it should be, click the red Approve button in the top left corner.
Step 30: If everything is filled in correctly, the countdown to the start of the new tender round begins – this can also be seen in the tender overview.
Tip: If information is missing anywhere in the settings for the new tender round, a new dialog box opens with information about where in the settings you still need to fill in something.
NEXT STEPS #
- See how to invite new bidders to a tender
- See how to edit an active tender
- See how to create a new contract in a tender