Closing Time Options

Defines the timeframes and rules for closing requests, including:

• Closing Reminders (Days): Number of days prior to the closing date/time to send reminder emails.

• Allow Late Submissions: Whether responses can be submitted after the closing date/time (respondents must state reasons for late submissions).

• Minimum Open Period (Days): Minimum required days between the release and closing dates.

• Default Closing Time: Standard closing time for new requests (e.g., 03:00 PM).

• Late Submission Period (Minutes): Time allowed for late submissions for new requests, applicable only if late submissions are permitted.

Communication Options

Governs communication regarding requests, including:

• Can Contact Request Manager: Enable/Disable participants to contact the request manager directly.

• Notify Request Managers If: Provides notifications to request managers in cases of email delivery failures or delays.

Evaluation Rules

Establishes criteria for evaluating responses, including:

• Comments Mandatory? Affects evaluation completion statistics based on whether comments are mandatory, only for weighted questions, or not required at all.

• Comparison Price is Editable: Request managers can choose to edit or not edit the comparison price.

• Disable Risk Assessment Feature? Separates scores from risk-assessed scores when enabled.

• Disable Clarifications Feature? Allows or disallows request managers/evaluators to ask for more information from respondents during the evaluation phase.

• Disable Evaluation Tags Feature? Allows or disallows evaluators to mark responses with configurable tags like "Risk Identified" and "Guidance Requested."

• Disable Recommendations Feature? Allows or disallows request managers/evaluators to provide a summary recommendation for each respondent.

• Disable Debriefings Feature? Restricts or allows post-evaluation debriefing opportunities.

Access to Responses Rules

Governs access to responses after submission, including:

• Conflict of Interest Declaration Required? Determines whether a declaration is needed from evaluators regarding potential conflicts of interest.

• If a Conflict is Declared: Determines whether the system allows or denies access for evaluators who declare a conflict.

• Number of Openers: Specifies how many people must enter their password to access the virtual tender box.

• Exceptions: Applies specific rules based on budget and/or type of request.

Access to responses before submission rules (not usually suitable for procurement)

Typically unsuitable for procurement, this rule outlines:

• View Staff & Contractors: Determines if contact details for participants' staff and contractors are accessible to request managers and reporters before submission, with participant consent required.

• View Category Selection: Allows request managers to see which participants have opted into specific category-based sections during the response period, also requiring participant consent.

• View Responses: Enables request managers to access participants’ questionnaire responses before submission, with consent necessary.

Sign-off workflows

Governs approval processes for draft requests and finalisation, including:

• Publishing Requires Approval: If enabled, request managers must seek approval to publish a request, with approvers having read-only access to review details.

• Publishing Sometimes Requires Second Approval: If enabled, the first approver decides if a request must be forwarded to a second approver.

• Completion Requires Approval: If enabled, request managers must seek approval to finalize a request, with approvers having read-only access.

• Recommendations Required By: Specifies whether the request manager and/or evaluators must provide recommendations before finalization.

• Recommendation Results Set: Options available when making recommendations include "Recommended" and "Not Recommended."

Supporting documents options

Governs the handling of supporting documents:

• Count Supporting Document Downloads? If enabled, 360 tracks how many businesses download each document.

• Fee Applies to Supporting Documents? Specifies whether a fee is required, not required, or if there is no default—request manager must decide for all requests.

• Default Fee Description: The text displayed to respondents when a fee applies.

Pre-Submission Rule Options (ADCOM Extension)

Outlines the text presented to respondents when pre-submission rules apply:

• Default “Not Assessed” Text: The text displayed when pre-submission rules haven’t been assessed; request managers must assess each respondent before the closing date.

• Default “Passed” Text: The text shown when a respondent has passed the pre-submission rules; they can submit their response if complete.

• Default “Failed” Text: The text displayed when a respondent fails the pre-submission rules; they cannot continue responding after failing.

Staff & Contractor Options

Governs new requests:

• Initial Evaluation Lock Status: The initial access of evaluators to the request. i.e. Locked, Unlocked or only Evaluators with Managers rights

• Nominated Consensus Evaluator: The consensus evaluator designated for each new request by default.

• Default Assignees: The default users assigned to new requests.

Hire Equipment Options

Outlines policies related to hiring equipment for new requests.

Other options

Governs additional settings affecting the requests:

• Evaluators Can See Weights: Determines if evaluators can see if questions are weighted, but not the specific values.

• Request Registration Prompts: Options for prompts during request registration, such as agreeing to terms or indicating how participants heard about the request.

• Invitation Options: Allows selection of businesses or individual panellists, including inviting by email with a code and de-selecting invitees (if not a system manager). The selected options apply when managers select the businesses to be invited to respond to requests.

• Allow Adding Business Unit (ADCOM Extension): Determines if requests can be sponsored by a business unit.

• Allow Hierarchical Requests: Determines if requests can have separable portions, suitable for large projects.

• Allow Category-Based Requests: Determines if category-based requests can be created where sections are assessed independently.

• Allow Alternate Submissions (ADCOM Extension): Determines if businesses can submit alternate proposals after their initial submission.