Tender documents and addenda

A procurement package's Documents register is everything its tenderers receive: documents from the project register, local files, photos, PDFs of attached records and whiteboards, and the scope of works. The first invitation takes the Tender issue. After that, a change reaches tenderers only in an addendum. Teralo records which issues each tenderer received and when, so you can see exactly what any tenderer holds.

1. In the project sidebar, under Contract Management, select Procurement.
2. Open the package, select the Tender Package tab, then Documents.

The Tender Package tab has three tabs of its own: Schedule, Scope and Documents. Learn more about procurement and the scope of works.

Each row shows its Name, Source, Revision, Issued, Added by, Date added and Size. Number, Status and Discipline are hidden until you show them. The Source says where the row came from: Scope, Documents, Local, Photos, Whiteboards, Meetings, Observations, Inspections, Incidents, Submittals or Contracts.

Every row goes to the tenderers. Their submissions and the files they attach to their prices never appear here.

1. Select Attach.
2. Choose a source and the items to attach:
   • Local Files: files from your computer. They are kept with the package, apart from the project's Documents register.
   • Documents: documents from the project's Documents register, at the revision you choose.
   • Photos: the image file itself.
   • Under Attached as a PDF: Whiteboards, Meetings, Observations, Inspections, Incidents, Submittals and Contracts.
3. Select Attach.

Uploads have no category. You can attach only records you can open yourself.

Tenderers can't open a meeting, an observation or a whiteboard in Teralo, so Teralo makes a PDF of each record or whiteboard when you attach it. Its row reads, for example, "PDF of the meeting" with the date the PDF was made. Open record opens the record itself.

The PDF never changes on its own. When the record changes after its PDF was made, the row shows Changed since. To send the record as it stands now, open the row's menu and select Refresh PDF.

When the project's Documents register has a newer revision of an attached document, its Revision is flagged with the newer one, for example Rev D in register. Open the row's menu and select Replace with newer revision.

Open the row's menu and select Remove, or tick several rows and select Remove. Before the Tender issue, a removed local file is deleted, and anything else stays where it came from.

Scope revisions are managed on the Scope tab and can't be removed here.

Select Download all to download the register as one ZIP, with a folder for each Source. If the documents are too large for one ZIP, download them one at a time from each row's menu.

Until the first tenderer is invited, the register is a working list you can change freely. When you send the first invitation, Teralo takes the Tender issue: every row in Documents at that moment is issued to the invited tenderers, and its Issued column reads Tender issue. Learn more about inviting tenderers.

Once issued, a file, record PDF or scope revision can't be deleted from the package. Only deleting the whole package deletes it.

Once the Tender issue is taken, the tenderers hold what was issued to them. A change to Documents is Pending until an addendum issues it:

• A new row, a refreshed record PDF, a replaced revision or a new scope revision shows Pending.
• A removed issued row stays on the list with Withdrawal pending. The tenderers keep it until the next addendum withdraws it.

A banner counts them, for example 2 changes are not issued yet., with Issue in Addendum 1.

1. Select Issue in Addendum 1 on the banner, or Issue Addendum 1 on the package's Addenda tab. The number is always the next addendum's.
2. Enter a Title and, optionally, Notes for tenderers.
3. Check the document changes listed. Each one is Added, New version or Withdrawn.
4. Select Issue Addendum 1, with the same number.

Teralo numbers the addendum, issues every pending change to every invited tenderer, and emails each tenderer that hasn't declined. An addendum with no pending changes is a notice on its own. The Addenda tab lists each addendum with its date, who issued it, its notes and its documents.

An addendum doesn't move the deadline. To move it, change the Tender Due Date on the Overview tab.

A tenderer invited later receives the Tender issue and every addendum so far, each as its own issue, all received on the day they are invited. Changes still pending reach them in the next addendum, with everyone else.

Once the Tender issue is taken, Documents offers three views: Working register, As issued to a tenderer and Issue history.

On As issued to a tenderer, choose the Tenderer. Teralo shows when they were invited, which issues they received, and each document they hold with its Revision, Issued in and Received date.

Issue history shows two tables:

• Documents by issue: each document against the Tender issue and every addendum, and any pending change.
• Tenderers by issue: each tenderer's invitation date and the date they received each issue.

The Tender Documents Register is a PDF listing what one tenderer was issued: the package, the project, who it was issued to and by, and each document with its revision, the issue it came in and the date it was received. Teralo makes it when you download it.

• On As issued to a tenderer, choose the tenderer and select Tender Documents Register.
• Tenderers download their own from the package's Tender Package tab.

In contract execution, a contract template's [[ tender_documents ]] annexure can hold the awarded tenderer's Tender Documents Register. On the Annexures step, open Add a document and choose Tender Documents Register.pdf, listed as issued to the awarded firm. The annexure is the list alone, not the documents themselves.

Teralo's starter contract templates have this annexure as Annexure C - Tender documents. If your organisation added the starter templates before the annexure existed, add its tag once:

1. In the organisation sidebar, under Organisation Settings, select Tools, then Procurement, then Contracts, then Templates.
2. Open the starter template. Under Template check, [[ tender_documents ]] is listed under Not in the tag library.
3. Select Add, enter a Label, such as Tender documents, then select Add tag.

Until the tag is added, Generate contract refuses a contract made from that template.

Tenderers see exactly what was issued to them, nothing pending and nothing issued to anyone else. In Tenders, and on the emailed link for a firm without a Teralo account, Tender documents lists each document with its Issued in and Received date, with Download all and Tender Documents Register. The addenda are listed below it.

On a package whose tenderers were invited before Teralo recorded issues, Documents shows a banner such as Nothing has been issued to the 3 tenderers yet. Select Issue tender documents to issue the register to them as the Tender issue.

Permission	Allows
Can view procurement packages	Opening Documents, its three views and the Addenda tab, and downloading documents and Tender Documents Registers
Can edit procurement packages	Attaching, removing, refreshing and replacing documents, and issuing addenda

Only host staff can use the Documents register: a guest granted either permission still can't. Tenderers need no permission here; they see their documents in Tenders or through their emailed link. Learn more about how permissions work.