Tenders
Track inquiries and tenders from first interest through bid submission and result to converting a won contract into a project.
In Tenders you manage the business opportunities your company is bidding for: inquiries from private customers as well as public tenders. For each tender you keep the deadlines, tender documentation, qualification, your own bid and the result of the competition. A won tender is converted into a project in one step. You will find them in the menu under Sales → Poptávky (Tenders). The mobile app does not have tenders yet.
Who can see tenders
- On the Diary tariff (including the Diary+ extension), only the company administrator can see tenders.
- On the Company and All for business tariffs, access is set in the Role, where the module is called Tenders. With the čtení (read) level you view tenders and download their documents and source files, but you do not change or comment on anything. With editace (edit) or editace vlastních (edit own) you create, edit and comment on them. With editace vlastních (edit own) you edit and delete only the tenders you created or where you are the responsible person (the detail of the others is read-only). The administrator always has access.
- External users (investor, technical supervisor…) never see tenders.
The same permission also opens Qualification documents and Bid templates.
Tracking your own tenders is included in all tariffs. Only the public tenders overview is paid, and it is ordered separately.
Tender list
The list shows Název (Name), Zadavatel (Contracting authority), Zdroj (Source: Vlastní - own, Veřejná zakázka - public tender, Web), Hodnota (Value), Vážená hodnota (Weighted value), Lhůta (Deadline; coloured by how many days are left), Stav (Status), Odpovídá (Responsible) and Kraj (Region). When you filter for won tenders, a Stavba (Project) column is added.
- The Stav filter has the open statuses preselected; add closed tenders if you need them.
- The Odpovídá filter shows the tenders of a specific responsible person, or Bez odpovědné osoby (No responsible person).
- Search finds a tender by name, contracting authority or company ID (IČO).
- You change the status directly in the list by clicking it (Změnit stav, Change status).
- Export downloads the currently filtered list as an Excel spreadsheet.
- The Veřejné zakázky (Public tenders) button opens the public tenders feed.
Above the list is a summary for the whole company: Rozpracované (In progress), Hodnota rozpracovaných (Value in progress), Obchodní plán (Sales plan; the sum of values weighted by probability), Podaných nabídek (Bids submitted), Vyhrané (Won), Prohrané (Lost), Úspěšnost (Success rate) and Odstup od vítěze (Gap to the winner; by what percentage your price was on average above or below the winning one).
New tender
- Click Nová poptávka (New tender).
- Fill in Název (required), Zadavatel / objednatel (Contracting authority / client) and IČO zadavatele (Contracting authority's company ID).
- Add Předpokládaná hodnota (Kč) (Estimated value, CZK), Pravděpodobnost získání (%) (Probability of winning), Lhůta pro podání (Submission deadline), Kraj, Portál (Portal), Typ řízení (Procedure type) and URL zakázky (Tender URL).
- Enter the Kontakt zadavatele (Contracting authority contact: person, e-mail, phone).
- Choose the Stav (default Nová, New) and Odpovědná osoba (Responsible person; defaults to you), optionally Popis / poznámky (Description / notes), and click Vytvořit (Create).
Tenders are also created by taking them over from the public tenders feed and from inquiries from your website (see below).
Tender statuses
| Status | When to use it |
|---|---|
| Nová (New) | The tender has just come in. |
| Posuzujeme (Assessing) | You are considering whether to go for it. |
| Čeká na vyjasnění (Awaiting clarification) | You are waiting for the contracting authority's answer. |
| Rozpočtujeme (Budgeting) | You are preparing the price. |
| Rozpočtováno (Budgeted) | The price is ready. |
| Připraveno k administraci (Ready for administration) | The documents are ready for submission. |
| Podáno (Submitted) | The bid has been submitted. |
| Vyhodnoceno (Evaluated) | The contracting authority has opened the bids; a decision is pending. |
| Vyhrána / Prohrána (Won / Lost) | Result of the competition. |
| Nepodáno (Not submitted) | In the end you did not submit a bid. |
| Zrušena zadavatelem (Cancelled by the contracting authority) | The contracting authority cancelled the competition. |
The last four statuses close the tender. The Naše nabídka (Our bid) tab appears in the detail from the Rozpočtujeme status onwards (except for Zrušena zadavatelem), and the Výsledek soutěže (Competition result) block in the Vyhodnoceno, Vyhrána and Prohrána statuses.
Tender detail
Clicking a tender opens its detail in a window above the list. You change the status, responsible person, deadline, value, probability, contracting authority and tender conditions directly, without switching modes (you save the description with Uložit popis, Save description). The Upravit (Edit) button at the bottom of the window unlocks Poznámky (Notes) and the fields on the Naše nabídka tab, and Uložit (Save) saves them.
Přehled (Overview)
- Popis (Description), Stav zakázky (Tender status), Odpovědná osoba and Lhůta pro podání nabídek (Bid submission deadline).
- Zadavatel - link to a contact. The + icon creates a new contact prefilled with data from the tender. For a linked contracting authority you also select the Kontaktní osoba (Contact person).
- Pravděpodobnost (Probability) and value.
- Tender conditions: Jistota (Bid security), Prohlídka místa plnění (Site visit), Lhůta pro dotazy k zadání (Deadline for clarification questions), Způsob podání nabídky (Bid submission method), Doba plnění (Performance period), Kritéria hodnocení (Evaluation criteria), Ostatní podmínky ze zadávací dokumentace (Other conditions from the tender documentation) and Poznámky.
- Úkoly (Tasks) - you write a task, assign it to someone, and it is created as a regular task linked to the tender. The field for a new task is shown only to those who may create tasks (a tariff with the Tasks module and the edit level for Tasks in the Role), so not on the Diary tariff.
- Komentáře (Comments) from the team on the tender. Anyone with edit or edit own for Tenders may write them; with read you only read them.
Kvalifikace a reference (Qualification and references)
A list of qualification requirements divided into the groups Základní způsobilost (§ 74) (Basic eligibility), Profesní způsobilost (§ 77) (Professional eligibility), Ekonomická kvalifikace (§ 78) (Economic qualification), Technická kvalifikace - reference, tým (§ 79) (Technical qualification - references, team) and Jiný požadavek (Other requirement). For each requirement you record the minimum, the team role and person, and how it is evidenced, attach documents from the document library and tick the requirement off. The Přidat požadavek (Add requirement) button adds another row.
The Doložit vše čestným prohlášením (Cover everything with a declaration of honour) button takes the general declaration of honour from the library (and creates it if it is missing), attaches it to all requirements that are not yet ticked off and ticks them. If the tender documentation does not allow documents to be replaced with a declaration of honour, the button is not offered, the app marks this clearly at the qualification, and the documents have to be provided in the original.
Naše nabídka (Our bid)
Nabídková cena (Bid price), Datum podání (Submission date), Kontaktní osoba (naše strana) (Contact person, our side) and Poznámky k nabídce (Bid notes). After the evaluation, enter the winner, the winning price, your ranking and the number of bids in the Výsledek soutěže block. The app calculates the Odstup od vítěze, which is reflected in the summary above the list.
Dokumenty (Documents)
The tender documentation and your bid files in one table with folders:
- upload files by dragging them into a folder, move documents by dragging, extend the selection with Ctrl or Shift,
- the origin filter separates Zadávací dokumentace (Tender documentation), Nabídková dokumentace (Bid documentation) and Ostatní (Other); for a document you can set the design stage (DÚR, DSP, DPS, RDS, výkaz výměr - bill of quantities),
- older file versions are hidden; show them by ticking i starší verze (older versions too) - they carry the label neaktuální verze (outdated version); deleted documents can be restored from the Koš (Bin),
- search goes through all folders.
At the top is Skladba nabídky (Bid composition): a list of what the bid should consist of, with a counter "doloženo X z Y" (X of Y provided). You fill the list with the Načíst přílohy ze ZD (Load attachments from the tender documentation) or Standardní přílohy nabídky (Standard bid attachments) button, or manually via Přidat položku (Add item). Some documents (cover sheet, declaration of honour, list of subcontractors) are created by the app itself with the tender and company details filled in. An overview of the templates is on the Bid templates page.
Buttons above the tabs
- Vyčíst údaje ze ZD (Extract data from the tender documentation; after the first use Vyčíst ZD znovu, Extract again) - AI reads the tender documentation and offers the extracted data (contact, value, deadlines, site visit, bid security, submission method, performance period, criteria and qualification) for confirmation. For each item you see what the tender contains now and tick what to transfer (Přenést N údajů do poptávky, Transfer N items to the tender). It works for tenders taken over from the public tenders feed that have documentation.
- Podklady (ZIP) (Documents, ZIP) - downloads a summary report in PDF and all attached qualification documents, numbered the same way as in the report. If a single document covers the qualification, the button is called Podklady (PDF) and downloads that file directly.
- Otevřít portál (Open portal) - opens the tender on the contracting authority's portal (if the tender has a URL).
Deadlines and reminders
- The responsible person (or, if there is none, the author of the tender) receives an e-mail and a mobile app notification in the morning 7 and 2 days before the deadline for submitting bids. They can be turned off in the notification settings, item Lhůty poptávek (Tender deadlines).
- The deadline is written into the Plan as an all-day milestone Lhůta pro nabídky (Bid deadline) for the responsible person and moves when the deadline changes. The date of the Prohlídka místa plnění is also written into the plan.
- No reminders are sent for closed tenders, and the milestone disappears from the plan.
Converting a won tender into a project
A tender in the Vyhrána status has a Převést na stavbu (Convert to project) button in the overview.
- Click Převést na stavbu.
- Check the ID zakázky (číslo stavby) (Job ID, project number) and select the Stavbyvedoucí (Site manager).
- Optionally add the Termín zahájení (Start date) and Termín dokončení (Completion date).
- Leave Zkopírovat nahrané přílohy poptávky do dokumentů stavby (Copy the tender's uploaded attachments to the project documents) ticked and click Založit stavbu (Create project).
A project is created in the Příprava (Preparation) phase with the tender's name and opens straight away. The contracting authority becomes the investor (the linked contact, otherwise a contact found by company ID, and if it is not in your contacts, it is created). A tender can be converted into a project only once. For the conversion you also need the permission to create projects.
Inquiries from your website
We set up the connection of the inquiry form on your website to eProtokol on request, just write to us. A company with a connected website sees new inquiries on the Dashboard in the Poptávky z webu (Website inquiries) block, and in Tenders the administrator opens the Přijaté poptávky z webu (Received website inquiries) overview with the Přijaté z webu (Received from website) button. There they set their status (Nová, Přečtená, V řešení, Dokončená, Zamítnutá - new, read, in progress, completed, rejected), assign them to colleagues and write internal notes. The Převést na poptávku (Convert to tender) button turns an inquiry into a tender with the source Web.
Deleting a tender
The bin icon in the list deletes the tender, after confirmation, together with its deadline in the plan. Comments and linked tasks cannot be restored.