When additional information and/or revised Plans & Specs are issued during the bidding phase of a Project (prior to issuance of a Proposal or execution of a Contract), they are typically referred to as Addendums.
In RedTeam Flex, the Addendum process allows you to easily add these additional requirements, clarifications, or revisions to an open Request for Proposal, and to quickly and easily issue these Addendums to any Vendors to whom you may have already sent Requests for Quote. Some of the features of the Addendum process in RedTeam Flex include a thorough audit trail, identification of superceded Plans & Specs, and electronic distribution of Addendums to all members of your Project Team.
1. Issue an Addendum
Addendums are issued during the bidding phase of a Project and can include information intended to clarify, modify, or add to the original set of contract documents (Plans & Specs). In RedTeam Flex you can quickly put these documents together in an Addendum and send it out to all current bidders on a Project.
Steps:
From the Home menu, select "Addendums".
You are now in step 3 of the Project Setup form. Click the +New icon.
Enter the Addendum information including Reference number, Date, and Notes to be displayed on the Addendum document.
Complete the addendum's plans and specifications by filling out the author, version, date, file type, and discipline.
Select whether you would like to name the files yourself, or have RedTeam Flex scan and name them.
Choose whether you would like to split the pages of your files, or not, and click the appropriate Add Files button.
Once you have added all files, click Start Upload.
Please review the number and name information for each uploaded file before clicking Save.
If the files included in this Addendum are revisions of any of the existing Plans & Specs, be sure to select which file they will supersede.
Close the Confirmation window to return to the Manage Addendums screen.
Click the tools icon and select "View" to open the Addendum. You might want to Commit the addendum before emailing it.
To email the addendum, use the View option from the tools menu, and click the email icon.
Use the options available to add the recipients, click "CC" or "BCC" (blind copy) for your convenience.
To choose all the Vendors who are currently bidding on the project, click on the dropdown menu labeled "Team Members" and select "Vendor Team Members". This particular option includes all the Vendor contacts who were sent a RFQ for this project, with the exception of those who are not bidding on the project. You have the option to select "All" or manually choose the specific contacts you desire. Additionally, the dropdown menu also offers options to select Customer or Third Party Contacts, as well as individuals from your own Organization.
Add any additional notes to the Email, then click Send.
2. Commit or UnCommit Contract Addendums
When you create an Addendum in RedTeam Flex, you have the option to indicate if any of the files uploaded in the Addendum will supersede any existing Plans or Specifications in the current conformed set. If so, you can use the dropdown to indicate which page from the current set the new page will replace.
💡Tip:
Files added to an Addendum will not supersede files from the current conformed set until the Addendum is Committed.
DRAFT Addendums may be modified (all fields) as well as permanently Deleted. While Addendums are in Draft status, the Planroom and the log in the Scope tab (Manage -> Plans & Specs) will show a warning ("May Supersede Original - File Name Version Date") and will include both the original page and the new page in the list.
COMMITTED Addendums may not be modified (if you need to make modifications to an Addendum you can ask an admin to Uncommit for you). While Addendums are in Committed status, the Planroom and the log in the Scope tab (Manage -> Plans & Specs) will show a message ("Supersedes Original - File Name Version Date") and will include only the new page, as the old page was Voided upon Committing the Addendum.
The old Plan or Specification file can still be accessed within RedTeam Flex (Home menu --> Plans & Specifications) by Filtering for Status: Voided.
Steps:
In the Plans & Specifications step on the Project Setup form, click on the Adendums option, Draf addendums will be in green, and Committed addendums will be blue.
Click on the tools icon of the Addendum you wish to commit or uncommit, as appropriate.
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