2. Creating a Procurement Package

2.1 What the Procurement Tab Is

The Procurement tab sits alongside Inbox, RFI, and Files inside a project’s Correspondence app. It is where you build and send tender packages — RFT, RFP, or RFQ — to suppliers and subcontractors, and where those packages are tracked from first issue through to submittal. Each package bundles together the project details, the recipients you are inviting to bid, any supporting documents, and the specific requirements you want tenderers to confirm as part of their submission — all in one record.

Use Procurement whenever you need to go to market for a trade package: issuing the scope to a shortlist of subcontractors, collecting their pricing and supporting documents, and keeping every recipient, requirement, and file attached to a single auditable package.

2.2 Accessing the Procurement Tab

1. Open the Correspondence app for your project.
2. Along the top of the mail list, click the Procurement tab, next to Inbox and RFI.
3. Click the compose icon to start a new package, or open an existing package from the list to review or continue editing it.

2.3 Creating a Procurement Package

Composing a package is a four-step wizard. You move forward with Next and can always step back with Previous — nothing is sent to recipients until you click Send on the final step.

2.4 Step 1 — Package Details

The first screen captures the core details of the package: what it’s called, what type of package it is, who is issuing it, and the key dates.

1. Enter a Package Title — a short, descriptive name for the package.

• Package Type — select the category of package from the dropdown — Request for Tender (RFT), Request for Proposal (RFP), or Request for Quotation (RFQ). RFT is the most contractual of the three.
• Issued By / Company — confirm the company issuing the package.
• Project Location — enter the project location.
• Estimated Budget — enter an estimated value for the package, if known.
• Tender Closing Date — the date by which tenderers must submit.
• Project Start Date / Project End Date — the expected construction start and end dates.
• Cover Letter — write the message tenderers will see when the package is issued, using the formatting toolbar for links, lists, and tables.

2. Click Next to continue — this only becomes available once every required field above is filled in.

2.5 Step 2 — Follow Up Date & Recipients

The second step is where you set a reminder date and choose who the package is going to.

1. Select a Follow Up Date if you want a reminder to chase tenderers who haven’t responded.
2. Click Add Recipients to open the Trades panel and choose who should receive the package.

The Trades panel lists every trade, company, and contact set up for the project, arranged as an expandable Trade → Company → Contact tree.

1. Use the Search trades, companies, cont… box to jump straight to a name, or expand each trade category manually using the arrow icons.
2. Tick the checkbox next to a trade to select every company and contact under it, or drill down and tick individual companies or contacts.
3. Use the Trade > Company > Contact dropdown at the top to change how the list is grouped.
4. Once you’ve ticked everyone you want to invite, click Add to RFP to add them as recipients on the package.

Selected recipients are listed back on the Compose Proposal Package screen in the Trades / Recipient / Actions table, where you can remove anyone before continuing. Click Next when your recipient list is complete — at least one recipient is required.

2.6 Step 3 — Attaching Files

The third step is where you attach the drawings, specifications, or other files that make up the tender documentation.

1. Drag and drop a file directly onto the upload area, or click CLICK HERE to upload a file from your device.
2. Alternatively, click CLICK HERE to upload from correspondence app to attach a file already stored in the project workspace.
3. Browse the Workspace folder list to locate and select the file you need.
4. Click Next once your files are attached.

2.7 Step 4 — Submittal Requirements & Requested Documents

The final step lets you define exactly what you expect back from each tenderer, split into two lists.

1. Complete the Submittal Requirements panel:

• Pre-set requirements — tick any of the listed statements you want the tenderer to confirm, such as no conflict of interest, that pricing is complete and inclusive, or that the tender remains valid for the nominated period.
• Custom requirements — type your own into Add a new question and click Add Submittal Requirement.

2. Complete the Requested Documents panel:

• Pre-set documents — tick any of the listed items you want included, such as the Construction Program / Schedule, Methodology, Product Specifications, Key Personnel Schedule, or an electronic copy of the Schedule of Prices (SoP).
• Custom documents — type a custom requirement into Add a new question and click Add Requested Documents.

3. Click Send to issue the package to every selected recipient, or Previous to revisit an earlier step first.

2.8 Package Field Reference