Manage your call off notices

If you are selling to the government, then sooner or later you may find yourself bidding for contracts as part of a framework agreement. With this system, each government buyer may issue a call off notice or mini competition from the prescribed list of pre-approved venders listed under the relevant framework agreement.

When this happens, the mini competition notices will not be posted on procurement hosting platforms, which means they will not appear in your tender monitoring feed. Instead, notices are generally sent via email to the email address you used to apply to the framework agreement.

Receiving notices

Because of this process, you may regularly receive call off notices from each framework agreement you are a part of, many of which may or may not be relevant. This means that a similar process you would use for standard tender monitoring is also required to screen call off notices, where each call off notice needs to be kept track of and qualified to determine if it's worth bidding on.

Forwarding call off requests to Tendium gives you a centralised place where your team can manage any incoming mini competitions together, but if you're receiving a high volume of notices a single inbox can also get full quickly. For this reason, it can be helpful to set up different inboxes to create a clear division between incoming requests, for example by business area or specific framework agreements. 

Once you've set up your call off inbox(es), mini competition announcements will begin rolling in according to the process you've established to automatically or manually forward email notices. Then becomes the fun (and challenging part) - going through them all! 😅

View notices and manage your call off inbox(es)

Your call off inbox is structured similar to your tender monitoring feed. From here you can view the call off notice email, any attachments that may have been sent with it, choose to remove or ignore a new notice, or save it to a bid for follow up actions.

1. Under the Call Offs section in the left sidebar, select an inbox by clicking its name.

   

   You'll now see a list of all new call off announcements that have been forwarded to your inbox. From here you can read the notice email and then either choose to ignore (or remove) each notice from your inbox or save it to a bid space.
2. Click a notice to view the email message.

   

3. From here you can add the notice to a bid or remove it from your inbox.

   

   Alternatively, you can also manage notices directly from the inbox itself. Click the green + icon to save a call off notice to a bid space.

   

4. You now have two options: you can either connect the call off notice to an existing bid or create a new bid. To connect the notice with an existing bid, search for the bid by name or select it from the drop down list. To create a new bid, select Create new bid.

   

5. Before you can create a new bid, choose whether to add the bid to an existing bid space or create a new bid space.

   

6. If you'd like to disregard a call off notice, you can remove it from your inbox by click the - icon. This will remove it from your main inbox view, but will not permanently delete it from your inbox.

   

Sort, filter and search your inbox

Depending on how you're screening call off notices, it may be helpful to change how you're viewing them. If so, there are a number of built in features to help you sort your inbox, see old notices, or quickly find a specific one.

Sort

Click the column name to sort your inbox in ascending or descending order according to the date it was received, the email subject or sender email address.

Filter

To see any notices that you have removed or saved to a bid space, click the Handled toggle. This will display all the notices in your inbox, regardless of their status.

Search

To quickly find a particular call off notice, you can search through your inbox by typing a keyword in the search field. This will search the subject and body of the notice email as well as any attached documents for the keyword.

FAQ

Why is my inbox empty?

If you have not yet set up email forwarding nor manually forwarded an email to your call off inbox, then it will be empty. Note that any old email notices will need to be manually forward to Tendium to manage them within the platform.

How long does it take for forwarded emails to appear in my inbox?

When an email is forwarded, it can often take up to 1-2 minutes to arrive in your Tendium inbox. The speed is primarily dependent on the email provider or notification portal that is responsible for transferring the data.

If a message you are confident should have arrived in your call off inbox is taking an extended period of time, please get in touch with support@tendium.com.

Can I limit who can access my call off inbox?

Yes! Each inbox has its own permissions settings, so you can choose which team members will be able to access and manage its call off notices.