From time to time suppliers mistakingly upload a file to the wrong slot (ex. pricing document to the proposal document slot) or they include the pricing information somewhere in the proposal. For this reason Bonfire provides the ability to edit a supplier's submission after the project closes.
The Amend feature allows the purchaser / project owner to swap documents uploaded by the vendor with other documents, while keeping the original copy on hand for future reference. The feature also allows you to add files to a given document slot, this is useful if the vendor provided you with a required file during the Rectification Period.
In the example below the vendor "Lucid IQ" included the pricing sheet in their proposal. The purchaser would like to remove the pricing page from the proposal and re-upload the "price free" version of the proposal back into Bonfire. The purchaser would also like to upload an additional file to the Completed Forms slot, which was provided by the vendor during the Rectification Period.
Before starting to amend the proposal, first download a copy of the original file and make the necessary modifications to the file(s).
Once the file(s) have been downloaded and modified, the first step is to scroll down to the Active Submissions section of the Project Details page, and click the Actions button next the supplier you wish to edit the proposal for. From the drop down choose Amend.
Once clicked a new modal will appear. In our case the Technical Proposal is the file that included the pricing information. From the drop down make sure the Technical Proposal document is selected. Next, upload the modified file to replace the original. Finally, type a comment on why the submission had to be amended.
Once finished, click 'Amend' (button will appear after you upload the file).
Note that the original submission is always accessible by the purchaser. The Amend action does not delete the original copy of the submission. However, evaluators on your project only have access to the amended version of the submission.
Here's what it looks like once a submission has been amended.
With first amendment done, we'll now upload the additional file to the Completed Forms slot.
Follow the same steps as before, by clicking Actions then Amend next on the appropriate vendor row. Under the Completed Forms heading select (Add a Document...)
Now type in the Reason for the amendment and click Amend.
That's it. You'll now have the new file show up under the list of documents as if the vendor had uploaded them.
If you have any questions about amending proposals or would like the Amend feature turned on for your organization, please email us at Support@GoBonfire.com