Tender Module
Setup Guide
Everything you need to configure packages, qualify vendors, evaluate bids, compile submissions, and deliver to clients — from first setup to award.
Create a Tender Package
A tender package defines exactly what each invited bidder receives — the scope, the documents, and the BOQ. Configure it once and TrioClick ensures every bidder gets the same structured package throughout the process.
Enter the package name, trade category, associated project asset, and target award date. The package code is auto-generated from the project code and trade category — it appears on all BOQ references and bidder communications.
Pull governed documents from the CDE or upload package-specific files. CDE documents always reference the latest issued revision at the time of invitation. Any subsequent revision issued in the CDE triggers an automatic addendum notification to all invited bidders.
Always latest revisionAdd files that are not in the CDE — Bill of Quantities, Employer's Requirements, Scope of Works, Enquiry Letter, Instructions to Tenderers. Any format is accepted. These are served to all bidders in their original form.
Use Preview as Bidder to see exactly what an invited bidder will see before you issue. Confirm the document list, file names, and section structure are correct.
When you are ready to invite bidders, change the package status to Issued. Once issued, document changes are tracked as formal addenda rather than silent updates.
BOQ Structure
The Bill of Quantities defines the pricing structure every bidder works from. It is built as a hierarchy — components, sub-sections, and items — with units and quantities set by the BM. Bidders enter unit rates; TrioClick calculates totals automatically.
Go to the package and select BOQ → Edit Structure. The editor shows a tree view of components and sub-sections. Start by adding your top-level components — e.g. Substructure, Superstructure, Facade.
Within each component, add sub-sections (e.g. Pile Caps, Raft Slab) and then individual line items beneath each sub-section. Each item requires a description, unit of measure, and quantity.
For large BOQs, use Import from Excel. Download the template, complete the structure in the spreadsheet, and re-upload. TrioClick validates the structure and highlights any errors before importing.
Excel importOnce you are satisfied, select Lock BOQ Structure. From this point, items cannot be added or removed. Quantities can still be amended before the first bid is submitted — any amendment is issued as a formal addendum.
Reference Rates
Reference rates are the BM's internal benchmark — the expected cost per item based on historical data, estimating, or budget. They are entered at setup and used automatically to calculate variance percentages in the evaluation view. They are never visible to bidders.
Navigate to the package BOQ and select the Reference Rates tab. The same item structure is shown, with a rate input field per item.
Enter your benchmark unit rate for each item. Line totals are calculated automatically (rate × quantity). Sub-section and component totals roll up in real time as you enter rates.
Use Export Reference Rates to download a pre-formatted Excel file, complete rates offline, and re-import. Useful for large BOQs or when rates are prepared by a separate estimating team.
Excel import / exportIf the package is rescoped and re-issued before bids are received, reference rates can be updated. Once bids are submitted, reference rates are locked — changes at that point would invalidate the variance comparisons.
Invite Vendors
Vendors are invited directly from the Vendor Repository — the platform's pre-qualified panel. Each invited vendor receives a unique, secure invitation link. Their workspace is isolated from all other bidders from the moment they accept.
Select vendors from the pre-qualified panel. Filter by trade category, capability, location, or previous project history to build your invitation list.
TrioClick Intelligence will suggest vendors from the repository based on capability match, recent submission history on similar packages, and PQ status — with a brief explanation for each suggestion. You are not required to follow the suggestion.
AI-assistedSet the bid submission deadline. If an NDA is required, toggle Require NDA Signature — the vendor must sign digitally before accessing any package documents.
Click Issue Invitations. Each vendor receives a unique email with a secure access link. The invitation log records when each link was sent, opened, and when the vendor confirmed their profile.
The Bidders tab shows real-time status for each invited vendor: Invited → NDA Signed → Profile Confirmed → In Progress → Submitted. No chasing emails — the status updates automatically as the vendor progresses.
Bidder isolation is structural and enforced at the data layer from the moment of invitation. No bidder can see the identity, status, pricing, or queries of any other bidder at any point during the process.
Configurable Sections
The submission has 10 fixed system tabs that always appear, plus 4 configurable tabs that are enabled or disabled at package setup. Configurable tabs appear consistently across the Bidder Portal, BM review view, and Client Portal for that package.
Cover Letter, Tender Summary, Priced BOQ, Assumptions & Exclusions, Company Profile, Track Record, Key Personnel, Subcontractors, Documents, Workflow. These are present on every submission regardless of package type.
HSE, Programme, Methodology, and Quality are enabled per package at setup. Go to Package Settings → Submission Sections and toggle each section on or off. These always appear in fixed positions between Key Personnel and Subcontractors.
For each enabled section, set whether completion is mandatory before a bidder can submit. Mandatory sections are flagged with a red indicator in the bidder's completion tracker. Submission is blocked until all mandatory sections are complete.
For the Documents tab and any configurable section that requires uploads, define a required document list. Each item in the list becomes a named upload slot — bidders must upload a file against each required item before they can submit.
Vendor Registration
Pre-Qualification
Bidder Portal
Submitting a Bid
RFIs & Queries
Bid Comparison
Compile Submission
Financial Adjustments
Approval Chain
Client Delivery
A&E Reconciliation
Rate Intelligence
Drafting Assistant
User Roles
TrioClick uses role-based access control within each project. Roles are assigned per project — a user can have different roles on different projects.
Can create and delete projects, manage billing, configure organisation-level settings, and access all archived tender data. Not assigned per-project — applies across the account.
Can create and configure packages, set reference rates, invite vendors, manage the evaluation, compile submissions, run the approval chain, and deliver to the client. Cannot manage billing or organisation settings.
Can view the full comparison grid including reference rates, edit reference rates before bids are received, apply financial adjustments, and view bid levelling notes. Cannot invite vendors or compile submissions.
Can review compiled submissions, approve or request revisions within the approval chain, and add notes. Cannot access the comparison grid, reference rates, or financial adjustments.
Can view package documents, submission status, and compiled submissions. Cannot take any action within the tender workflow. Useful for project directors who need visibility without participation.
Archiving a Package
Archiving moves a package to a read-only state. All submissions, comparison data, compiled documents, approval chain records, and the full audit trail are preserved indefinitely.
Before archiving, export the full bid comparison as Excel and download the complete audit trail as a PDF from Package Settings → Export. Recommended for handover to client or statutory filing.
Recommended stepGo to Package Settings → Archive Package. You will be asked to confirm and designate up to three archive access users in addition to the Bid Manager and Account Admin.
The package status changes to Archived. No further bids, RFIs, or configuration changes can be made. All data is preserved and remains searchable from the archive view.
Audit Trail
Every action in the tender module is logged with a timestamp, user identity, and the specific change made. The audit trail is immutable — it cannot be edited or deleted.
Package creation and configuration changes, invitation sent and accepted events, all bidder activity (document downloads, RFIs raised, bid submissions), evaluation actions, approval chain decisions with notes, compilation events, and client delivery.
Filter by date range, user, event type, or bidder. Export the full log as a PDF or Excel file. The PDF export is formatted for formal submission to clients or statutory authorities.
Audit trail records are retained indefinitely, including after a package is archived or a subscription lapses (subject to the data export window). Records are never modified by TrioClick.