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Create a tender

Create a tender for a project, a person or a company

You can create a new tender in Broker Site Manager for a client, a contact person or a project. When you create a new tender for a project, the tender’s client and contact person are automatically taken from the project’s details. When you create a tender for a person, that person’s default company automatically becomes the tender’s client.

To create a tender, follow these steps:

  1. Find the record (that is, project, person or company) for which you want to create a tender, and go to the record’s page.

  2. At the top of the page, click Create tender Create tender.

  3. Type the tender’s name in the Name field.

  4. Enter the tender’s deadline in the Deadline field.

  5. Complete other fields if necessary. All default fields are described below. If your organisation’s settings are customised, the form that you see may include different fields.

    • Name A tender is usually named after its project. If you create a tender for a project, its name is filled automatically.

    • Group The group where the tender belongs. Available groups are defined in your organisation’s settings.

    • Client When you create a tender from the page of a company or from the page of a project that has a client company, the tender’s client is set automatically.

    • Project When you create a tender from the page of a project, the tender’s project is set automatically.

    • Estimator The person who estimates the tender. You can’t start estimating a tender before it has an estimator.

    • Confidentiality level Specifies who has access to the tender. Confidentiality level is one of the following:

      • Public Anyone who can log in to your organisation’s environment can access the tender. If people outside your organisation have access to your environment, for example if you have given access to subcontractors, we recommend that you avoid using Public.

      • Person Specified people can access the tender.

      • Company People from specified companies can access the tender.

      • Team People from specified teams can access the tender.

      • Department People from specified departments can access the tender.

      By default, you, your company, your team, or your department receives access to the tender, depending on which confidentiality level you choose. You can edit access to the tender after you have saved it.

    • Status Available statuses depend on your company’s settings. Settings also determine whether you can choose a status when you create a tender and what statuses can follow each other. If you want to change these settings, contact Mercus helpdesk.

    • Deadline The date by which the tender must be submitted to the client.

    • Valid until The date by which your bid expires.

    • Monetary value  If you specify a tender’s monetary value when you create the tender, the monetary value becomes the tender’s total gross price. After you start to estimate the tender, the monetary value that you specified is replaced by the total gross price from the estimate. If the tender has a project, the monetary value is shared there.

    • Comments

    • Department The department that works on the tender and on the tender’s project.

  6. At the bottom of the page, click Add.

Create a tender from a project’s monetary value

When you define a subproject’s monetary value, Broker Site Manager automatically creates a tender for that subproject, sets the tender’s status to Potential estimate and takes the tender’s total gross price from the project’s monetary value.

Note that a subproject must have a client before you can define its monetary value.

1. Create the tender

  1. On the main menu, click Projects.

  2. Find the subproject for which you want to create a tender and, to go to its page, click the arrow Arrow
right at the right end of its row.

  3. At the bottom of the page, click Edit.

  4. In the Monetary value field, type the tender’s value.

  5. At the bottom of the page, click Save.

2. Complete the tender’s details

  1. On the subproject’s page, in the Estimates list, click the arrow Arrow right next to the tender.

  2. At the bottom of the page, click Edit.

  3. Enter the tender’s deadline in the Deadline field

  4. Complete other fields if necessary. All default fields are described below. If your organisation’s settings are customised, the form that you see may include different fields.

    • Name A tender is usually named after its project. If you create a tender for a project, its name is filled automatically.

    • Group The group where the tender belongs. Available groups are defined in your organisation’s settings.

    • Client When you create a tender from the page of a company or from the page of a project that has a client company, the tender’s client is set automatically.

    • Person The tender’s contact person in the client company. When you create a tender from the page of a project that has a client-side project manager, the project manager automatically becomes the tender’s contact person.

    • Project When you create a tender from the page of a project, the tender’s project is set automatically.

    • Estimator The person who estimates the tender. You can’t start estimating a tender before it has an estimator.

    • Confidentiality level Specifies who has access to the tender. Confidentiality level is one of the following:

      • Public Anyone who can log in to your organisation’s environment can access the tender. If people outside your organisation have access to your environment, for example if you have given access to subcontractors, we recommend that you avoid using Public.

      • Person Specified people can access the tender.

      • Company People from specified companies can access the tender.

      • Team People from specified teams can access the tender.

      • Department People from specified departments can access the tender.

    • Status Available statuses depend on your company’s settings. Settings also determine whether you can choose a status when you create a tender and what statuses can follow each other. If you want to change these settings, contact Mercus helpdesk.

    • Deadline The date by which the tender must be submitted to the client.

    • Valid until The date by which your bid expires.

    • Comments

    • Department The department that works on the tender and on the tender’s project.

  5. At the bottom of the page, click Save.

  6. If you chose Person, Company, Team, or Department as the tender’s confidentiality level, a list appears where you can choose who has access to the tender. Follow these steps to choose the person, company, team or department records that can access the tender:

    • If the record that you want to give access to doesn’t appear in the list, type part of its name in the search field and press Enter.

    • Click one or more records to choose them.

    • Click Add.