4. Responding to a Package (Recipient View)

This section covers what a recipient sees and does when they’ve been sent a package — reviewing it, answering the submission criteria, and submitting a response.

4.1 Receiving a Package

When someone sends you a package, it opens in its own tab labelled with its mail reference (for example RFQ-000001), alongside Inbox, RFI, Procurement, and Files — the same way a sent package opens for the sender. As a recipient you see five tabs rather than seven: RFT & Addenda, Contract Information, Documents, Submission Criteria, and Mail. Recipients & Submissions and Access & Security are sender-only, since they manage the package on the sender’s behalf.

4.2 Reviewing RFT & Addenda

This is the tab the package opens on. It shows the same formatted record the sender sees — Project, Mail Ref, package title, and the key details (From, Company, Project Location, Estimated Budget, Tender Closing Date, Follow Up Date, Project Start Date, Project End Date, Type, and Sent date and time) — followed by the cover letter.

Three buttons at the bottom right of this tab let you act on the package:

• Submit — sends your completed response. This is disabled until every item on Submission Criteria has been answered — see 4.3.
• Intend to Respond — confirms you intend to work on and price the package, without submitting a final response yet. See 4.4.
• Decline — indicates you will not be submitting a response to this package.

4.3 Answering Submission Criteria

Open the Submission Criteria tab to see the Submittal Requirements and Requested Documents the sender set when composing the package. Unlike the sender’s checkbox view, each item here appears as a question with three response buttons.

1. Read each Submittal Requirement and click Yes, No, or N/A to answer it.
2. Do the same for each item under Requested Documents.
3. Once every item has an answer, return to RFT & Addenda — Submit is now enabled.

4.4 Indicating Intent to Respond

Intend to Respond is a lightweight way to let the sender know you’re working on the package before your full response is ready. It does not submit your answers or documents — it only confirms your intent.

Clicking Intend to Respond updates the Status the sender sees on their Recipients & Submissions tab from Pending to Will Price, so they know you’re actively pricing the work even before your formal submission goes in.

4.5 Submitting a Response

Once every item on Submission Criteria has been answered, click Submit on the RFT & Addenda tab. This takes you to the Mail tab within the package, where a Compose Mail panel opens automatically with the Communication Type already set to Tender Submission, the To field auto-filled with whoever sent you the package, and the Subject auto-filled with the package name.

1. Check the Communication Type (Tender Submission), To, and Subject — all three are filled in for you, but you can still edit them if needed.
2. Attach your priced schedule or any other submission documents under Documents.
3. Type your message in the editor.
4. Click Send.

Your submission appears in the Mail tab with Mail Type SUBMITTAL. On the sender’s side, the checkmark in the Progress column of Recipients & Submissions turns from grey to green, and clicking it opens your latest response.

4.6 Declining a Package

If you won’t be submitting a response, click Decline on the RFT & Addenda tab to let the sender know, rather than leaving the package to go quiet until the Tender Closing Date passes.