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. Note: All the wording "Project" has changed to " Contract " for our new enhancement. | |||||
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 |
|
| Import multiple columns BQ from Excel |
| ||||
T6.2 |
|
| Prepare BQ in BuildSpace |
| ||||
T6.3 |
|
| Explanation of Bill & Item types in BuildSpace | |||||
T6.4.1 |
|
| Measurement in BuildSpace |
| ||||
T6.4.2 |
|
| Prepare and Link Schedule of Quantities Note: Allow user to link quantities to BQ item. |
| ||||
T6.5 |
|
| Insert note, GFA |
| ||||
T6.6 |
|
| Activate Qty 2 for alternative design measurement |
| ||||
T6.7 |
|
| Pre-Tender Estimate |
| ||||
T6.8 |
|
| Project Analyzer |
| ||||
T6.9 |
|
| Tender Option | |||||
T6.10 |
|
| 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) |
| ||||
T6.11 |
|
| Export & Import Bill Note: If user would like to import BQ into own BuildSpace Pro, use this method |
| ||||
T6.12 | Export & Import Backup Note: If user would like to import BQ into another project location within same server, use this method. |
| ||||||
T6.13 | BQ Validation when Publish to Tender |
| ||||||
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:
| |||||
T10.1 | GCD/BU | List of Tenderer Form | For Selective Tender Project Only | Finalize on tender information and tenderer list. Note:
| ||||
T10.2 | GCD/BU | For Public Tender Project Only | Activating Public Tender Project | |||||
T10.3 | GCD/BU | Industry Code Note: Configure the CIDB and MOF industry codes as either mandatory or optional. | ||||||
T10.4 | GCD/BU | Exception Request Process Note: Exception Request/Kebenaran Khas feature allows contractors who have not fulfilled the requirements (for example, those without the CIDB code) to still participate by uploading supporting documents first. | ||||||
T10.5 | GCD/BU | Mandatory Site Briefing Process Note: 1. This feature requires the contractor to join the site briefing first before they can participate in the project. 2. You can use the “Request for Payment” function to send an email notification to the vendor once they have joined. | ||||||
T10.6 | GCD/BU | To remove project in the project listing at Public Tender Page | ||||||
| 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 |
| ||||
| 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. | |||||
T13.1 | GA | Issue BQ addendum Note:
| ||||||
T13.2 | GA | Add New Bill & Element in Existing Bill. Note:
| ||||||
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 |
| ||||
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 |
| ||||
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 |
| |||||
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 |
| ||||
| Tender Questionnaire | |||||||
T49.1 | GA/ GCD/BU | Questionnaire | Prepare Tender Questionnaire |
| ||||
T49.2 | GA/ GCD/BU |
| Publish/Unpublish Tender Questionnaire |
| ||||
T49.3 | GA/ GCD/BU |
| View Questionnaire Replies |
| ||||
| Tender Evaluation (Commercial) | |||||||
T26.0 | GCD/BU | Commercial Evaluation
| Assign Verifier for Commercial Tender Opening Note:
| |||||
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. |
| |||||
T32.0 | GA/ GCD/BU | View Tender Comparison Rates with multiple submission & Compare to Historical Rates |
| |||||
T33.0 | GA/ GCD/BU | Print Tender Price Comparison Report | ||||||
T48.0 | GA/ GCD/BU |
| Print Individual Contractor’s Rates |
| ||||
T49.0 | GA/ GCD/BU |
| View Tenderer’s Report |
| ||||
| Tender Re-Submission / Include Additional Tenderers | |||||||
T34.0 | GCD/BU | Tender Resubmission | Activate Tender Resubmission Note:
| |||||
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) | |||||
| SA | eBidding
| Manage user permission for Ebid Dashboard | ||||||
| Assigned User | View Ebid Dashboard | |||||||
T38.1 | BU/ GCD | Activate eBidding without Tender Option (Decrement Bid Type) Note:
| ||||||
Activate eBidding without Tender Option (Increment Bid Type) | ||||||||
Activate eBidding without Tender Option (Zone Bid Type) | ||||||||
T38.2 | Activate eBidding With Tender Option | |||||||
T39.0 | Assign eBidding Committees | |||||||
T40.0 | Assign Verifiers/Approval | Video | ||||||
T41.0 | Approve eBidding | Video | ||||||
| Start eBidding Process (Decrement) | Video | |||||||
| Start eBidding Process (Increment) | Video | |||||||
T42.0 | Start eBidding Process (Zone) | Video | ||||||
| Back to Tender Evaluation (Commercial) | |||||||
| Tender Award | |||||||
T43.0 | GCD/BU | Award recommendation report | Prepare and submit award recommendation report | |||||
T44.0 | Assigned User | Respond to approval request for Award Recommendation Report | ||||||
T45.0 | 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. | |||||
T46.0 |
| Prepare/edit Letter of Award | ||||||
T47.0 | Assigned | Comment on drafted Letter of Award | ||||||
T48.0 | User | Amend Letter of Award based on comments | ||||||
T49.0 |
| Submit Letter of Award for approval | ||||||
T50.0 |
| Respond to approval request for Letter of Award | ||||||