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Procore (en-GB)

Freeze or Unfreeze a Tenderder in Portfolio Financials

 Note
The information in this tutorial applies to accounts with the Portfolio Financials product in Procore. Reach out to your Procore point of contact for more information. 

Objective

How to freeze or unfreeze a Tenderder in a Tender Room in Portfolio Financials.

Background

"Freezing" a Tenderder is a great way to seamlessly narrow the field and allow you to execute multiple rounds of Tendering, and can also be used as a "soft" rejection. For example, you can freeze Tenderders that you do not intend to move forward with while you conduct further leveling on remaining Tenderders. See How can I run a best and final round of Tendering in Portfolio Financials?

When you freeze a Tenderder, they will no longer be able to submit Tenders and will not see or be notified about any future Tender form revisions, Tender due date updates, and document uploads. All communication and previous Tender submissions are preserved and remain accessible for you. You can also unfreeze a Tenderder later on if needed.  

Things to Consider

  • Required User Permissions:
    • 'Limited' access to the project or higher.
      Note: Users with 'Limited' access must be on the Bid Room Team for the project. 
  • Additional Information:
    • Freezing a Tenderder will lock all their information and they will not see any future changes to the Tender form unless they are unfrozen.
    • Unfreezing a Tenderder will give them access to any documents, Tender revisions, or RFIs that were updated while they were frozen.

Video

 
 

Steps

  1. Navigate to the relevant Bid Room
  2. Click Manage Tenders.
  3. Continue the steps below depending on whether you are freezing or unfreezing the Tenderder.

To freeze a bidder:

  1. Click the vertical ellipsis   icon on the vendor's card.
  2. Click Freeze.
    freeze-Tenderder.png
  3. Optional: Mark the checkbox next to 'Send a personalized message to [Vendor Name]' if you want to send the Tenderder a message. From there, you can choose to edit the default Subject and Body text of the message.
  4. Click Freeze Tenderder or Freeze Tenderder and Send Message to confirm.
    Note: The vendor's card automatically shows as unavailable on the Manage Tenders page. 

To unfreeze a bidder:

  1. Click the vertical ellipsis    icon on the vendor's card.
  2. Click Unfreeze.
    unfreeze-Tenderder.png
  3. Click Unfreeze Tenderder to confirm.