How to invite, manage mini-tenders and collaborate with suppliers on your new Opportunities.
This guide supports you in managing your Opportunities end-to-end:
Step 1: Create a draft Opportunity and a long list of suppliers
Step 2: Go live with the Opportunity and invite suppliers
Step 3: Manage your Opportunity
Step 4: Review proposals and make a decision
Step 5: Close Opportunity
Read this guide for more information on why and how to engage suppliers on bids, challenges and frameworks using Opportunities.
Step 1: Create a draft Opportunity and a long list of suppliers
Watch this video to find out how to:
- Build the information pack for your Opportunity, including description, instructions and documents (up to 5GB files are accepted).
- Long list suppliers for the Opportunity from your live suppliers.
Note: Suppliers will not be notified at this stage.
Note: Descriptions and documents can no longer be edited once your Opportunity is live, but you are able to send updates to all suppliers with any changes or further information.
TIP! If your Portfolio has Folio features enabled, the Opportunity will be auto-assigned to your Folio. You can alternatively change this to another Folio or 'Unassigned'. You can change the Folio for any Opportunities in 'Draft' or 'Live' state. You cannot change the Folio for a closed Opportunity.
Step 2: Go live with the Opportunity and invite suppliers
Watch this video to find out how to:
- Go live with your Opportunity.
- Invite suppliers to the Opportunity. They will be notified immediately.
Step 3: Manage your Opportunity
Watch this video to find out how to:
- Send updates to all suppliers invited to the Opportunity.
- Respond to individual supplier messages.
- Manage all 1:1 messages regarding the Opportunity using the Communications hub.
- Change the deadline on the Opportunity.
Note: Notifications are sent to suppliers immediately when an update is sent. There is a short delay (10 mins) on 1:1 messages to enable message round-ups.
Step 4: Review proposals and make a decision
Watch this video to find out how to:
- Review supplier proposals - you will be notified when suppliers upload proposals and suppliers will be notified immediately on the outcome of your review.
- Close out suppliers if you decide not to proceed - they will receive no further updates but will retain access to information and the updates and messages sent before closure.
- Award work to a supplier, multiple suppliers, or award multiple mini-tenders to a supplier on a framework.
- Easily maintain an audit trail of your bid management.
TIP! You can award work to multiple suppliers, making Opportunities a great feature for managing Frameworks.
Note: Suppliers are reminded of deadlines, but proposals can be received after the deadline.
Step 5: Close Opportunity
Watch this video to find out how to:
- Close the Opportunity - suppliers will be notified immediately. The Opportunity will move into a read-only state.
TIP! let your suppliers know the outcome directly before closing your Opportunity.
