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The tender process in Broker – Using projects as starting points

This article describes the tendering process in Broker. It goes through each stage of the process, from receiving an invitation for tender to submitting a bid and to recording the client's decision.

The details of how organisations implement Broker may vary; this article describes a commonly used process where you create tenders for a project.

1. Record the invitation for tender in Broker Site Manager

We recommend that you record all invitations for tender in Broker Site Manager, whether you decide to calculate a cost estimate or not. By recording all invitations you gather valuable information that your organisation can use in decision-making and resourcing.

  1. Add the client company to Broker Site Manager, unless it already has a record there.

  2. Add the client’s contact person to Broker Site Manager, unless they already have a record there, and link the client company with them. The client’s contact person is the person who manages the tender in the client company.

  3. If you are tendering for a construction project or similar and the client company doesn’t own the contract site add the site owner to Broker Site Manager, unless it already has a record there.

1.2. Add the main project to Broker Site Manager

You should link each tender to a project. To start creating the project structure where you can link the tender, first add the main project to Broker Site Manager.

  1. To check whether the main project already has a record in Broker Site Manager, search for it on the Project tab.

  2. If you can’t find the main project in Broker Site Manager, add it.

  3. Link the owner with the main project and set the owner’s role to Owner.

1.3. Add a subproject for the main project

  1. Add a subproject for the main project, and while you do so, choose a pipeline for the subproject. If you don’t, the subproject won’t be included in Manager reports.

  2. Link the following with the subproject:

    • The client company, setting its role to Client

    • The client’s contact person, setting their role to Project manager, client

    • A project manager from your organisation, setting their role to Project manager

1.4. Add a tender for the subproject

  1. Create the tender on the subproject’s page.

  2. To save tender documents, such as the invitation for tender, in Broker Site Manager, drag the files from your computer onto the tender’s page.

2. Decide whether to calculate a cost estimate

After your organisation has decided whether to calculate a cost estimate for the tender, you should change the tender’s status according to the decision:

  • If you decide to calculate a cost estimate, change the tender’s status to Decided to calculate.

  • If you decide not to calculate a cost estimate, change the tender’s status to Over.

Tip: If you decide to calculate an estimate and if you are the one to calculate it, you can click Take into calculation on the tender’s page. This changes the tender’s status to Decided to calculate and sets you as its estimator.

3. Calculate a cost estimate

  1. Choose an estimator for the tender.

  2. The estimator starts the tender in Broker Estimate.

  3. The estimator creates the tender’s content. The details of creating a tender’s content and calculating costs are beyond the scope of this article. Please contact Mercus helpdesk if you need advice.

4. Price the tender

4.1. If the estimator prices the tender

  1. The estimator completes a full cost calculation.

  2. The estimator changes the tender’s status to Pricing done.

4.2. If someone else prices the tender

  1. The estimator chooses a full cost template for the tender in Broker Estimate. If the Import data? message appears while you choose the full cost template, click No.

  2. The estimator changes the tender’s status to Calculation done in Broker Estimate.

  3. The pricer prices the tender in the full cost calculation in Broker Site Manager.

  4. The estimator updates Broker Estimate’s data from the central database. After the update, the tender’s status should be back to Calculating.

  5. The estimator saves the full cost calculation in Broker Estimate.

  6. The estimator changes the tender’s status to Pricing done in Broker Estimate.

5. Decide whether to submit the tender

If you decide to submit the tender, move on to the next section.

If you decide not to submit the tender, change the tender’s status to Over either in Broker Estimate or in Broker Site Manager.

6. Submit the tender

  1. Print the tender either in Broker Estimate or in Broker Site Manager.

  2. Change the tender’s status to Sent either in Broker Estimate or in Broker Site Manager.

7. Revise the tender

If the client requests changes to the tender, create a new tender revision. Don’t edit tenders that you have already submitted.

  1. Create a new revision either in Broker Estimate or in Broker Site Manager.

  2. With the new revision, continue from the step Calculate a cost estimate.

8. Record the client’s decision

To record the client’s decision, change the tender’s status either in Broker Estimate or in Broker Site Manager according to the table below.

Scenario Status
The client postpones their decision Deferred
You win the tender and accept the project Ordered
You win the tender but decline the project Over
You lose the tender Over