Envelopes are used to safeguard and consolidate supplier submissions for the evaluation process of a Buyer. An envelope is created by the Buyer's Event Creator/ Editor during the event creation. Questionnaires and Bill of Quantities can be assigned to one or more envelopes.
An Opener can be assigned in the case of a Closed Envelope while open envelopes do not have an assigned opener.
Each envelope will as have an Evaluation Owner who is responsible to add evaluation team members and coordinate the evaluation process. Once the event has been launched, and suppliers have made their submissions, all the submissions will be assigned to the designated envelopes.
On the submission page of the event creation page, Click Create Envelope to create a new envelope.
This will direct you to a envelope creation page.
i. Create and Envelope Name that give and indication of the contents of the envelope. Example; Technical Details etc
ii. Provide a Description on the contents of the envelope. Example: Contains Questionnaire for evaluation owner to evaluate the suppliers experience.
iii. There are two Envelope Types to choose from:
- Open Envelope - This envelope type allows you to view submission from suppliers before the event closes. However, the envelope can only be evaluated once the event has ended.
- Closed Envelope - This envelope type allows you access to the contents of the envelope only after the event has concluded. This envelope type has to be assigned to an Envelope Opener. Note* - Envelope Opener and Evaluation Owner cannot be the same person.
iv. Select an Evaluation Owner from the list of team members.
v. Drag and drop the Bill of Quantities (BQ) or Questionnaire into the drop area. Each envelope must consist of at least one BQ or Questionnaire.
vi. Select an Envelope Opener if the envelope type is Closed. This Opener will only be able to open the and print the Envelope Opening Report which lists the submissions from the suppliers. They do not have access to view the details of the submissions. Only after the Envelope Opener has opened the envelope, will the evaluation owner be able to access and view the contents of the envelope.
vii. Click Create to create an envelope