Type of User Roles in BuildSpace eProject
User | User Role |
Business Unit Admin | BUA |
Business Unit | BU |
Group Contract Department Admin (If have) | GCDA |
Group Contract Department (If have) | GCD |
Super Admin | SA |
Consultant Admin (If have) | CA |
Group Access to Tender Document /Consultant or Party Prepare Tender | GA |
Assigned user to access certain modules | Assigned User |
Click at Orange Colour Zone to View Tutorials
E-Tendering Work Processes – View
Tutorial Code | Role | Task | Task Definition | Video | ||||
T1.0 | BUA | Create Main Package | Create a main package/project in system. | |||||
T2.0 | BUA | Assign Company | Assign Project Users and assignment of the Group Access to Tender Documents’ user Note: The Group Access to Tender Document (blue tick) is to be assigned to the user who will be in charge of uploading tender documents & calling tender. | |||||
T3.0 | BUA | Project User Assignment | Assign BU user as view/verifier of the project Note: Project Creator to assign all BU involved in the project | |||||
T4.0 | BUA | Create Sub Package (Sub Con BQ) | Create sub-package (without BQ) in system. | |||||
T5.0 | BUA | Create sub-package (extracting BQ from main package to be formed as sub-contractor BQ). | ||||||
T6.0 | GA | BQ Preparation | Create Bill and import from Excel | |||||
T6.1 |
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| Import multiple columns BQ from Excel |
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T6.2 |
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| Prepare BQ in BuildSpace |
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T6.3 |
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| Explanation of Bill & Item types in BuildSpace | |||||
T6.4.1 |
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| Measurement in BuildSpace |
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T6.4.2 |
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| Prepare and Link Schedule of Quantities Note: Allow user to link quantities to BQ item. |
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T6.5 |
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| Insert note, GFA |
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T6.6 |
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| Activate Qty 2 for alternative design measurement |
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T6.7 |
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| Pre-Tender Estimate |
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T6.8 |
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| Project Analyzer |
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T6.9 |
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| Tender Option | |||||
T6.10 |
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| Publish BQ to Tendering Note: User will not be able to amend the BQ once its Published and any amendments will be as addendum (addendum can only be done at item level) |
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T6.11 |
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| Export & Import Bill Note: If user would like to import BQ into own BuildSpace Pro, use this method |
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T6.12 | Export & Import Backup Note: If user would like to import BQ into another project location within same server, use this method. |
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T6.13 | BQ Validation when Publish to Tender |
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T7.0 | GA | Upload Tender Document | Upload tender document as attachments | |||||
T8.0 | GA | Edit Form of Tender | Edit Form of Tender | |||||
T9.0 | BU | Recommendation of Tenderer Form | Prepare Recommendation of Tenderer Form Note:
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T10.0 | GCD/BU | List of Tenderer Form | Finalize on tender information and tenderer list. Note:
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| GA | Calling Tender Form
| Prepare Calling Tender Form Note: IF the technical evaluation template selected by user is blank, the Technical Evaluation will automatically display submit |
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| GA | Send out tender invitation | ||||||
T11.0 | GA | Prepare Acknowledgement of Letter | ||||||
| GA | Setup Tender Interview / Clarification Meeting | ||||||
| GA | Call Tender (to Notify Tenderer) | ||||||
T12.0 | GA | Tender Addendum
| Upload addendum drawings Note: Project PIC will need to inform tenderer on the addendum as there is no email notification for addendum. | |||||
T13.0 | GA | Issue BQ addendum Note:
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T14.0 | GA | Tender Extension | Extend tender calling/closing date and change tenderer’s status at Calling Tender Form | |||||
T15.0 | ALL | Forum | Start a new topic in Forum module & Notify |
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T16.0 | ALL | Reply message in Forum module | ||||||
T17.0 | ALL | Set a forum topic from private to public | ||||||
T18.0 | GCD/BU | Send Email to Tenderer | Set tender announcement to tenderer through email. Note: Only “Editor” is able to send email to tenderers |
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T19.0 | GA | Check Log for Tender Document | Check whether tenderers downloaded tender documents from system (During Calling Tender Stage) | |||||
| Tender Evaluation (Technical) | |||||||
T20.0 | GCD/BU | Technical Evaluation
| Assign verifier for technical evaluation Note: Once Technical Evaluation has been closed, an email notification will be sent to BU & GCD | |||||
T21.0 | Assigned User | Respond to technical opening approval request | ||||||
T22.0 | Assigned User | View technical report with scoring matrix | ||||||
T51.0 | Assigned User | Download Technical Evaluation Attachment |
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T23.0 | Assigned User | Rationalize tenderer’s technical scoring based on submitted technical attachment. | ||||||
T24.0 | BU | Submit Technical Assessment Form for approval | ||||||
T25.0 | Assigned User | Respond to approval request for Technical Assessment Form | ||||||
T50.0 | Assigned User |
| Print/ Export Approved Technical Assessment Form |
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| Tender Questionnaire | |||||||
T49.1 | GA/ GCD/BU | Questionnaire | Prepare Tender Questionnaire |
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T49.2 | GA/ GCD/BU |
| Publish/Unpublish Tender Questionnaire |
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T49.3 | GA/ GCD/BU |
| View Questionnaire Replies |
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| Tender Evaluation (Commercial) | |||||||
T26.0 | GCD/BU | Commercial Evaluation
| Assign Verifier for Commercial Tender Opening Note:
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T27.0 | Assigned User | Respond to tender opening approval request | ||||||
T28.0 | GA/ GCD/BU | Insert Tender Validity Period | ||||||
T29.0 | GA/ GCD/BU | Insert Record to check on whether tenderers submitted their earnest money. | ||||||
T30.0 | GA/ GCD/BU | Print Tender Opening Form Note: Technical Assessment need to be submitted & approved before the amount can appear at the open tender page. | ||||||
T31.0 | GA/ GCD/BU | Sync Tender Rates to BuildSpace Note: Sync to BuildSpace button is hidden during the sync process. |
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T32.0 | GA/ GCD/BU | View Tender Comparison Rates with multiple submission & Compare to Historical Rates |
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T33.0 | GA/ GCD/BU | Print Tender Price Comparison Report | ||||||
T48.0 | GA/ GCD/BU |
| Print Individual Contractor’s Rates |
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T49.0 | GA/ GCD/BU |
| View Tenderer’s Report |
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| Tender Re-Submission / Include Additional Tenderers | |||||||
T34.0 | GCD/BU | Tender Resubmission | Activate Tender Resubmission Note:
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T35.0 | GCD/BU | List of Tenderer | Finalize shortlisted contractors or include additional tenderers | |||||
T36.0 | GA/ GCD/BU | Activate BQ Addendum (Without amendment) Note: If there are changes or addendum to be created, refer to step T12.0 or T13.0 | ||||||
T37.0 | GA | Calling for Tender
| Call Tender Resubmission (Notify Tenderers) | |||||
| Back to Tender Evaluation (Commercial) | |||||||
| Tender Award | |||||||
T38.0 | GCD/BU | Award recommendation report | Prepare and submit award recommendation report | |||||
T39.0 | Assigned User | Respond to approval request for Award Recommendation Report | ||||||
T40.0 | BUA | Letter of Award (View Work Flow) | User assignment for Letter of Award module Note: Only users who was assigned will be able to access to the LOA module to prepare, comment and submit for approval for the LOA. | |||||
T41.0 |
| Prepare/edit Letter of Award | ||||||
T42.0 | Assigned | Comment on drafted Letter of Award | ||||||
T43.0 | User | Amend Letter of Award based on comments | ||||||
T44.0 |
| Submit Letter of Award for approval | ||||||
T45.0 |
| Respond to approval request for Letter of Award | ||||||