Consultant

User Guide
(e-Tendering)
Contents
Assign user to view project at e-tender system...................................................................................... 1
Assign User (only by Admin User) ....................................................................................................... 1
How to assign user to view BQ ............................................................................................................... 3
How to upload tender documents .......................................................................................................... 5
How to edit “Form of Tender” at a project ............................................................................................. 9
How to access to BQ system & Add Bills............................................................................................... 12
How to Import sample ebq file ......................................................................................................... 14
How to open a bill, key in elements & items .................................................................................... 15
How to import BQ from Excel ........................................................................................................... 17
You can continue prepare BQ in Excel format and Import into BuildSpace ..................................... 21
How to print project/tender summary ............................................................................................. 25
How to publish the project to tendering (only do this once your BQ is finalized) ............................... 26
How to prepare “Calling Tender” form ................................................................................................. 27
How to prepare Tender Invitation .................................................................................................... 29
How to prepare Acknowledgment Letter ......................................................................................... 30
How to EXTEND tender ..................................................................................................................... 32
Tender Addendum ................................................................................................................................ 33
How to issue addendum tender documents .................................................................................... 33
How to issue / add addendum item at BQ........................................................................................ 34
How to compose message to project team member ........................................................................... 39
How to upload & share documents/drawings ...................................................................................... 40
Log For Tender Document .................................................................................................................... 46
Forum .................................................................................................................................................... 48
How to reply message from tenderer............................................................................................... 48
How to compose message to tenderer............................................................................................. 51
How to set a Topic to public ............................................................................................................. 55
How To Open Technical Evaluation Report .......................................................................................... 57
How to Print Tender Comparison Reports Once Tender is Opened ..................................................... 60
How To Prepare Rate Rationalization ................................................................................................... 65
Publish BQ to Post Contract .................................................................................................................. 71
Assign user to view project at e-tender system
Assign User (only by Admin User)
Note: Only Admin user can conduct this action.

1. Login eTender with username and password

2. Click the “Project Title” or click “Open Project”.

3. Click “Users” and then click “Project Users”

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4. Just tick the user as a verifier & editor / verifier only and after that just click “Save”.
Note: User as editor can received all the notification at personal email and system,
but if the person as a verifier only just received notification at system only.

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How to assign user to view BQ
Note: This happen when the project already created but the new user
added on later. Need to login as admin user or who can view the
BQ to conduct this action.

1. Click the “Project Title” or click “Open Project”

2. Click on “BuildSpace Pro” logo and your browser will create another tab to open BQ
system.

3. Click at “Project Properties” tab

4. Click at “Assign Users to Project”.

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5. Can see the following screen, search for your company or team name. Then double
click to open.

6. Click at “NO” to set the user as admin to view the project. Then click “Save” and
“Close”.

7. Then the new assigned user will be able to view the BQ already.

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How to upload tender documents
Note: Only parties assign to Calling Tender or Group Access to Tender Documents can
access to “Tender Documents” menu of a project and only “Editor” can upload files.

1. Login to eTender system with email and password

2. Click “Project Title” or “Open Project”

3. Click “Documents” and then click “Tender Documents” menu.

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4. You can see default folders “BQ Files” & “Form of Tender”. It is auto generated.
Click at “Options” to “Open” or create a new folder or sub folder.

5. When you click “Open”, you will see the following screen and the file which you can
download. To download, just click at “File Name” and save to your desire location or
click at “Upload” button to upload a new file. You also can “Delete” the file.

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6. Click at “Upload” button to upload tender document.

7. You will see the following pop up and click “Add Files.”

8. Then browse to select the file and click “Open”. You can select multiple files.

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 9. Click “Start Upload” button.

10. Then you will see the following screen. Close it by click at “x” sign or just click
anywhere at the screen to close this.

11. After that you can “Delete” other file.

Note: You are advisable to upload PDF file into tender document.

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How to edit “Form of Tender” at a project
Note: When the project status is in Calling Tender stage, the “Form of Tender” will not be
able to edit again.

1. Login to eTender system, open a project and click “Documents” and then click
“Tender Document”. Then click at “Show” beside the “Form of Tender”.

2. Click at “Edit” to edit form of tender. For example, if you want to edit the clauses,
just click “Edit” beside the “Clauses” menu.

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3. You can move/edit/indent/outdent/add/delete clauses easily. You can choose
where to appear the “Tender Alternatives” clauses which you can select the list of
options of tender alternatives clauses at “Tender Alternatives” section.

4. Once you finish editing, click “Save”.

5. Click “Edit” at “Tender Alternatives” section to select which types of alternative you
want it to appear at your form of tender.

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6. Select which tender alternatives you want to use by click at check box. Then click
“Save”. Normally “Tick” at No. 1 and No. 5 options.

7. Then you can print preview by click at “Print” button.

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How to access to BQ system & Add Bills

1. Open a project. Click on “BuildSpace Pro” logo and your browser will create another
tab to open BQ system.

2. Click at project name or blank row below it, and then click at “Add Bill”.

3. Select “Normal Bill”;

4. Fill up the bill name and select “Standard” bill type.

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5. Can add level if you want (to group bills with heading). Click at which row you want
to insert heading and then click “Add Level”.

6. Can indent/outdent bill under the “Level” description.

7. Can cut & paste bill. Right click at a bill and select “Cut”. Then right click at the row
that you want to paste and select “Paste” (it will paste above the selected row).

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How to Import sample ebq file

1. You can email your Excel BQ to [email protected] and we will help you to
convert into BuildSpace BQ (ebq file) and imports follow the step 2 to 6 at below.
2. Click at project title and click “Backup” icon. Then follow by “Import Backup”.

3. Click “Select Backup File”.

4. Select the downloaded “.ebq” file and click “Open”.

5. You will see the preview and click “Import”.

6. Then you can see file imported.

Note: You can “Export Backup” to export bill from previous project and “Import Backup”
into new project that have similar bill items.

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How to open a bill, key in elements & items

1. Double click at a bill.

2. Press “Enter” to key in element name and press “Enter” to save. Click at “Project
Breakdown” to open other bills. Double click at element name to go to item level.
Note: You can use your keyboard’s arrow key to move to other cell like Excel.

3. At item level, press “Enter” at all cells to edit and press “Enter” again to save.
Note: You can use your keyboard’s arrow key to move to other cell like Excel.

Note: For rate, no need to put “,” for that amount because the system automated
generate.

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4. Click at “Element” to go back to element level to print BQ.

5. Click at “Print BQ”.

6. You have option to print by elements or print all.

Note: Please make sure your item descriptions in proper “hierarchy”

(indent/outdent). It will affect the auto printing of continuous HEADING at
next page.

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How to import BQ from Excel
Note: - You can import all sheets at the same time
- Make sure you had unmerged all cells

1. Open Microsoft Excel BQ file. Delete headings and unnecessary descriptions.

2. Then you will see like this and the description at first row will be imported as
“Element” name in BuildSpace. Make sure the following;
a) Have a blank row between each item description
b) Unit, Qty & Rate are located at same row with item description

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c) Delete page total and description with “Cont’d” (because BuildSpace auto
generate).

d) Delete collection page and the rest of unnecessary descriptions.

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3. Repeat the above steps for other sheets and make sure each sheets have same
position of Description, Unit, Qty & Rate such as if description at sheet 1 is located at
column “C”, make sure description at other sheets also at column “C”.

4. After that save or save as the excel file. Open a project at BuildSpace and click at the
bill that you want to import BQ into it. Then click at “Import From Files” icon and
select “Import From Excel”.

5. Click at “Select File”.

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6. Select excel file and click at “Open”.

7. Then the system will process and the following table will pop up. Match the columns
by click at drop down arrow. Then click “Import”.

8. Then you can tick which element you want to import or tick all and select “Rate”
and/or “Quantity” if you want to import with Rate or Quantity. After that click at
“Import”.

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You can continue prepare BQ in Excel format and Import into BuildSpace
Note: If you want to import from multi columns Excel BQ, please refer to
http://buildsoft.com.my/How%20to%20import%20multi%20columns%20Excel%20BQ.p
df

1. If you use to prepare BQ in Excel format, you still can do that and you no need to
prepare the following at your Excel BQ;
a) Bill reference number
b) Page total
c) Collection page
d) Summary page

You can set the following rules when you want continue prepare BQ in Excel
instead of BuildSpace;
Column Type
A Description
B Unit
C Quantity
D Rates
You can prepare in multiple sheets and when it imported will become multiple
elements in BuildSpace.

Note: Please make sure all items to be priced by tenderer have

qty. Even for lump sum item need to have qty “1” or set it
as ITEM-LS in the system’s item type.

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2. Open a project at BuildSpace and click at the bill that you want to import BQ into it.
Then click at “Import From Files” icon and select “Import From Excel”.

3. Click at “Select File”.

4. Select excel file and click at “Open”.

5. Then the system will process and the following table will pop up. Match the columns
by click at drop down arrow. Then click “Import”.

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6. Then you can tick which element (these elements are coming from Excel sheets) you
want to import or tick all and select “Rate” and/or “Quantity” if you want to import
with Rate or Quantity. After that click at “Import”.

7. After imported into BuildSpace, you need to change the ITEM type in BuildSpace by
go to item level and press “Enter” at “Type” cell, then click at drop down arrow to
select the type and press “Enter” again to save. Besides, you also need to double
check the “heading” by Indent or Outdent the headings.
Note: You can use your keyboard’s arrow key to move to other cell like Excel.

8. The following shows the common item types that you need to change if you have;

a) Rate Only item – change item type to “ITEM-RO”

b) Note – change item type to “NOID” (double click at description cell to type/edit
description)
c) Lump Sum item – change item type to “ITEM-LS” (unless you already put qty as
“1”)
d) Provisional SUM or PC SUM item – change item type to “ITEM-LSX” (Not allow
tenderer to price)
e) Profit & Attendance item – change item type to “ITEM-LS%”, then double click
at “Rate” cell to key in your amount and click “Save”. (Allow tenderer to fill up %
only)

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 f) Prime Cost Rate item – change item type to “ITEM-PC”, then double click at
“Rate” cell to key in your supply rate and click “Save”. (Allow tenderer to fill up
the rest except “Supply Rate”)

g) Allow for any other item to be keyed in by the tenderer – change item type to
“ITEM-NL”

h) For other item types, please visit

http://forum.buildspace.my/viewtopic.php?f=17&t=32

i) Other tutorials http://forum.buildspace.my/viewforum.php?f=17

9. For “Preliminaries Bill”, please insert unit as “LS” & quantity as “1” for the items that
you allow tenderer to price like below;

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How to print project/tender summary

1. Click at “Project Summary”.

2. Can tick at check box to format the font type and press enter at the cell at “Item”
column to key in numbering or any text like “A, B, C ….”. Then press enter again to
finish editing.

3. Click on “Back to Project Builder” to go back to your project. Click “Print to PDF” to
printout your tender summary or click “Export to Excel” to export your tender
summary to Microsoft Excel.

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How to publish the project to tendering (only do this once your BQ is
finalized)

1. Once you had completed your BQ and you need to press a “Publish To Tender”
button to move your project to tendering stage.
Note: When BQ publish to tender, the qty cannot amend unless consultant issue
addendum but for pricing consultant stay can key in or amend during tendering
stage.

2. Then click “Publish” and project will move to “Tendering” module.

3. Go back to eTender system, you can see your BQ file will auto appear at “Tender
Document”. Click “BuildSpace Pro” logo to access BQ at “Tendering” module.

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How to prepare “Calling Tender” form
Note: Only “Editor” can prepare this form and for “Group Access to Tender Documents”
only. Only appear after “List of Tenderer” form had been submitted.
Note: Consultant will be received email notification after client submitted list of
tenderers.

8. Login to eTender system with username and password

9. Click “Project Title” or click “Open Project”.

10. Click at “Tendering” menu and then click at “List Of Tenderer”.

11. Click “Tender”.

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12. Click at “Calling Tender” tab. If you are BU or GCD group, you can see other tabs (Rec
of Tenderer & List of Tenderer).

13. Consultant can amend the date and time for “Calling Tender, Closed Tender &
Technical tender closing” and can tick disable tender rate submission (If required)
only.

Click on that date field and you will see the following screen. Select date and then
click at “Select Time” icon. It will appear another screen for you to set time.

Set the time and click outside the box or other field to continue fill up the form.

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 14. Select verifier (If required)

How to prepare Tender Invitation

Note: Consultant must prepare & submit Tender Invitation before submitting
Calling Tender Form.

15. You can click “Send Tender Invitation” to send out tender invitation to the
tenderers.

16. You can see the following pop up appear, just type in the message that you want to
inform the tenderers and click “Preview” button.

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 17. You can see the preview of message and click “Send” to send to all individual
tenderer.

How to prepare Acknowledgment Letter

18. You can activate the “Acknowledgement Letter” for the tenderer to print out after
they had submitted their tender. Click at “Acknowledgement Letter” button.
Note: Acknowledgement letter only will be amend after submit calling tender form.

19. Can see the following screen. “Tick” to Enable Acknowledgement Letter. Then type
your message and click “Save”.

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20. To set up a “Tender Clarification Meeting” click on “Tender Interview”

21. Then fill in the information such as “Meeting Venue” , “Date” & “Discussion Time”.
To set up the the date just click on the stated date and select which date, as for the
time click on the “Clock ICON” and set up the time. To preview the draft click
“Interviewer Preview/Interviewee Preview”. Once you finalize with the information
you can save the draft click “Save” or “Save & Send” to sent out to the contractors.

22. You can “Save” the form or “Submit” form for verifier to verify the form.

Note: Once the calling tender form had been submitted, it will automatically
send out email notification to the contractors about the tender.
Contractors can be accessed during this calling tender period only.

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How to EXTEND tender

23. If you want to “Extend” the tender date & time. Open “Calling Tender” form, make
necessary amendment on the date and select verifier (If required).

24. Then click “Extend”.

Note: System will notify contractor through email automatically.

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Tender Addendum
How to issue addendum tender documents
1. Create a new folder called “Addendum 1, 2 or 3 and so on…..” and upload all revised
tender documents into it. You can create sub folder if you want like below.
Note: Purpose consultant create new folder for addendum tender document for
easier tenderer download the document.

Note: Tenderer will be received email notification at email and system

when consultant upload document for tender document during calling
tender.

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How to issue / add addendum item at BQ
1. Open project at “Tendering” module, click at “Project Addendum” tab.

2. Click “Add Addendum” to create addendum.

Note: New addendum will be add after the latest addendum already locked.

3. Then the system will generate a new revision for addendum. To edit BQ, click at
Project Breakdown and go to bill level.

4. Double Click to select the bill and access to Bill/Item level.

5. While in Item level, right click the item that you want to amend, then click Copy.

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6. Then right click the same item again and click Paste.

7. A new item is generated with highlighted and you may able to insert new quantity.

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8. Right click at the original item, then click Delete. (However, the original item will still
remain in item level but in “Strikethrough” text.)

9. Also, you can right click at any item to insert new row for new addendum item.

10. Once finish editing for addendum, click at Project Addendum and then click Edit (The
pen logo) to lock it.

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11. Select “Locked” and click “Save”. Please make sure don’t unlock it again.

12. The following message will pop up, click “No” if you had edited the summary page.

13. Then the addendum file will auto appear at the “Tender Documents”.

14. Consultant can click send notification to notify tenderer when have addendum at
BQ during calling tender or after push BQ to tender stage.

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Note: The function of “Project Addendum” also used for capture different version
of rates submission by the tenderer. Means if the client required tenderer
to re-submit their price, you need to create addendum as well even though
there’s no changes on BQ, in order to capture the different version of rates
submission by tenderer.

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How to compose message to project team member
1. Click “Project D”and then click “Project Dashboard” to compose a message to other
parties.

2. Click “Compose” to compose message

3. Tick who you want to compose message to (you can select more than one) and fill up
necessary fields or attachments. Then click “Send”.

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 4. The message will keep at your “Sent” menu.

5. The receiver will receive the message at their “Inbox” and they can open it and reply
the message if they want.

How to upload & share documents/drawings

1. Click at “Document” and click “Project Documents” select any sub menus such as
“2D Drawings”.

2. Then click “Options” and select “New Folder” to create a new folder.

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3. Type in new folder name and click “Save”.

4. Click “Options” again to create sub folder if want or click “Share” to share to other
parties.

5. Tick on which parties you want to share with and click “Share”.

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6. Click “Options” again and select “Open” to access folder.

7. Click “Upload” to upload files.

8. Click “Add Files” to browse and select files that you want to upload.

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9. Can multi select files and click “Open”

10. Click “Start upload” and after finish uploaded, click “x” sign to return.

11. Click “Edit” to edit the file description or select any revision of file.

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12. Type in the file description if you want and “Select File To Be Revised” if the file
going to supersede previous uploaded file. Then click “Save”.

13. You can see the have with number of revision.

14. Click on number of revision to view all revision’s files.

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15. Go back to “2D Drawings” menu to see shared files from other parties by click on
“Shared Folders”

16. Can see other parties’ shared files and click open to see & download the files.

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Log For Tender Document
Note: The purpose log for tender document is to record all the downloaded activities
from contractor during calling tender.

1. Click “Tender Document”.

2. Click “Option” and then click “Open”

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3. Click the log icon to check the all contractor downloaded activities.

4. Can see the company’s name, user’s name and the latest downloaded.

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Forum
How to reply message from tenderer
1. Login eTender system with username and password

2. Click “Project Title” or click “Open Project”

3. Click at Forum to reply the message and can see the notification

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4. To view the message and reply, click at the Topic.

5. Click Comments to reply. To download attachment, click File Name

6. Fill in the comment, then click Post.

7. Once posted a comment, you can click at Notify to notify the relevant parties.

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8. You can tick to select the party you want to send to. After that, click Send.

9. Then the selected parties will receive an email notification.

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How to compose message to tenderer
1. Click Forum

2. Click at +Start a new Topic to create new topic.

3. Fill in the Title & Post. To upload attachment, click “Add Files”.

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4. Click which file and click “Open”

5. Click “Start Upload” or “Start” to upload the file

6. The file already uploaded and click “Save”. To remove the file, click “Delete”

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7. Once created the topic, you can click at Notify to notify the relevant parties.

8. You can tick to select the party you want to send to. After that, click Send.

9. Then the selected parties will receive an email notification.

10. if the contractor replied, you can click into the Topic/ Comments.

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11. Once opened, you will be able to see the comment and the sender name.

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How to set a Topic to public
Note: If one tenderer is asking a common question which other tenderer would ask the
same question, you can set the topic to public that can allow all the tenderer to view the
topic. (But tenderers will not display their company name)
1. To set the topic to public, go to “Forum”, then select a topic that you want to open
for public. (For example, I want to set “How to view BQ” topic to public)

2. Click at “Action(s)”, then tick “Public Topic”.

3. Once ticked, click Yes to proceed. (Note: Once clicked Yes, the topic will be display to
other tenderer. However, tenderer will not display their company name)

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4. Now the topic will set to Public.

5. Once created the topic, you can click at “Notify” to notify the relevant parties.

6. You can tick to select the party you want to send to. After that, click “Send”.

7. Then the selected parties will receive an email notification.

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How To Open Technical Evaluation Report

1. Click “Project Title” or “Open Project”

2. Once technical evaluation is opened, click at “Tendering” menu and then click at
“Tender” to view.

3. Click “Tender”

4. Click at “Attachments” icon to view all attached documents by tenderer.

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5. Click the “Files Name” to download. (Group Access to Tender Documents also can
access)

6. To view the “technical evaluation form” you can click on any of the tenderers from
the list & you can overwrite the scoring and add remarks.

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7. To view additional information for the technical evaluation result you can click on
“Report”

8. At the technical evaluation report, you can view the result summary. To export
summary report, click “Action(s)” & click “Export Overall Summary Report in Excel”.
You can also view the “In-depth scoring/detail scoring” for each of the criteria by
single clicking any of the criteria list.

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How to Print Tender Comparison Reports Once Tender is Opened
Note: Consultant only can print tender comparison report after client completed tender
opening process.

1. Open the project. Click on “BuildSpace Pro” logo and your browser will create
another tab to open BQ system.

2. Click at “View Tenderer” to view all tenderer’s price comparison.

Note: Sometimes the client might hided “View Tenderers” because of the
tendering process. If the “View Tenderers” button is hidden, please notify
the client to unhide the button.

3. Then you can see the following screen and click at “Tenderer Setting” button.

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4. Select the tenderer that you want to see their revisions price and click at “Log”
button.

5. You can see number of revisions and you can select which revision you want to
compare to.

6. You can see “RED COLOUR” amount means got differences or changes of the price.
Double click until item level to see the different prices.

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7. To print report, click at BuildSpace logo.

8. Then click at “Reports” menu.

9. Double click to open the project that you want to print tender comparison reports.

10. Click at “View Tenderer”.

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11. Click at “Tenderer Setting” to select the tenderers that you want to print.

12. “Tick” the checkbox to choose the tenderers or can tick at top checkbox to select all.
Then click “Close”.

13. Now you can tick at checkbox to select which bills you want to print or you can
double click at bill to go to element & item level to print out the tender comparison
report.

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14. After you select the report format like “Lowest to Highest”, it will come out the
following preview and click “Print”;

15. Click “Print” to print or click “Export To Excel”.

16. If you double click a bill and go to elements level, you can tick all elements and select
print “Item Rate & Total”.

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How To Prepare Rate Rationalization
Note: Consultant need to activate Project Addendum first before prepare Rate
Rationalization. (This is because system can detect the difference between original
amount & rationalized amount)
1. Click Project Title or Open Project

2. Click to open Buildspace Pro

3. Click Project Addendum

4. Click Add Addendum and make sure the status of new added addendum is “In Progress”.
After that, click Project Breakdown and back to bill summary page.

5. To do rates rationalization, Click View Tenderers

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6. Click Tenderer Setting

7. Click Select to select the tenderer

8. Once selected the tenderer, it will display Original Total & Adjusted Total and the action will
change to Selected. After that, click Close to close Tenderer Setting tab.

9. Once you closed Tenderer Setting tab, the selected tenderer’s name will display in blue
colour.

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10. Double click the Bill No to go Element Level

11. Double click the Element Level to go Item Level

12. At Item Level, system will display Consultant’s PTE and Tenderers Rate in one table. (Scroll
to the right to view for tenderer rate)

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13. To adjust the rate from selected tenderer, press “Enter” to edit and press “Enter” again to
save

14. Or can adjust the rate by trade. (This function only can be conducted if consultants used
Import Rate function to prepare PTE). If no, please skip to step 22.

15. Click Back To Tendering to go front page

16. Click Project Analyzer and choose Schedule Of Rates Analysis

17. Double click Schedule Of Rate (It depends on which schedule of rate that used during
pricing BQ used import rate)

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18. List of trade, double click the trade to view the grade/type under this trade

19. Double click the grade/type under the trade to know which bill, element and item used the
grade/type

20. It will display Consultant’s PTE and Tenderer’s rate in one table

21. To adjust the selected tenderer rate, press “Enter” to edit and press “Enter” again to save

22. After rationalized the rate, you can check the difference between original total and
adjusted(rationalized) total by clicking Back To Tendering to go to front page

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23. Click View Tenderer

24. Click Tenderer Setting

25. From here you can view the difference between Original Total and Adjusted (Rationalized)
Total.

❖ Consultant have to do adjustment until the different between Original Total with
Adjusted Total is zero/equivalent.

26. After rate rationalization, you can click at the selected tenderer’s name, then click Print
Contractor’s Rate to print out the BQ or click at “Log” button to view the comparison
between before rationalise & after rationalise rates.

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Publish BQ to Post Contract
1. To publish BQ to Post Contract, click Close.

2. Click Back to Tendering.

3. To publish BQ to Post Contract, click Push to Post Contract.

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4. Click Publish > Use Selected Contractor Rates > With Not Listed Items
Note: a) Select “Use Selected Contractors Rates” if this project is called out by BuildSpace
system.
b) Select “Use Estimation Rates” if the contractor’s BQ rates is imported from excel
(Skip to Post Contract)

5. Fill in the particulars before publishing the BQ to post contract for approval process. After
that click Save.

After clicking Save, an email notification will send to the verifier/client for approval request.

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