Managing Addenda

In this Topic

Adding an Addendum
Closing and Approving Addenda
Deleting Addenda

After a proposal has been advertised, subsequent changes to proposal information that affect contractor bidding (such as proposal times, items, or special provisions) must be tracked and distributed to the proposal vendors. This is accomplished by adding addenda to the proposal.

The Addendum Summary component contains a rolling list of all the addenda currently recorded for the proposal. To access the Addendum Summary component, click the Addenda Quick link on the Proposal Summary component.

Each row represents one addendum. You can view information about any addendum in the list, but you can only change information in the most recent addendum. If the most recent addendum has been approved, you cannot change any information in the record.

To view or maintain an addendum record, click anywhere in the addendum's row. The system highlights the row in blue and displays information in labeled fields. You can view or change information in these fields:

When you are finished making changes to the addendum, click the Save button. The system displays a message to confirm that your changes were saved in the database.

Adding an Addendum

Several rules apply to adding addenda to a proposal:

You cannot add an addendum unless the proposal has been set to a phase for which the Rule field is set to Addenda. You can set the phase on the Workflow tab of the Proposal Summary.
After the first addendum has been added, you can only add subsequent addenda if all previous addenda have been approved.

To add a new addendum to the proposal, click the New button. The system adds a new row at the bottom of the rolling list of addenda records. All fields in the new row are blank. To create an addendum record, you must enter information in the Description field.

It is not required, but you can enter additional information about the addendum in the Comments field.

The system automatically generates the Addendum ID and the Created Dt and Closed Dt field values.

When you are finished adding information, save the new addendum to the system by clicking the Save button. The system displays a message to confirm that your changes were saved in the database.

Closing and Approving Addenda

Once you have entered all the information required for an addendum, the addendum record should be either closed or approved, depending on your agency's workflow.

Closing an addendum indicates that the record is believed to be complete but has not yet been approved. You can reopen a closed addendum later to add or change information if necessary. To close an addendum, select Close from the Actions menu on the Addendum Summary component header. The system automatically populates the Closed Dt field.

Approving an addendum indicates that the record is complete and approved. Once approved, an addendum cannot be reopened or changed. To approve an addendum, select Approve from the Actions menu on the Addendum Summary component header. The system automatically populates the Approved Dt field.

Deleting Addenda

You can only delete the most recent addendum, regardless of whether it is open, closed, or approved. To delete an addendum, select Delete Latest from the Actions menu on the Addendum Summary component header. Click OK to confirm that you want the addendum deleted.

When you delete an addendum, the system resets all proposal and project information to the values that existed before the addendum was added. This includes proposal header information, sections, special provisions, milestones, fiscal year information, project headers, categories, items, alternate sets, funding, locations, and wage decisions.

If a project was removed from a proposal in the addenda phase, then that project will be added back to the proposal if the addendum is deleted, and information related to the project will be restored to the values that existed before the addendum was added.

However, if a project is removed from a proposal in the addenda phase and subsequently deleted, added to another proposal, or locked, it cannot be added back to the proposal and the system displays a warning message asking if you want to continue the addendum deletion in spite of that condition. If you elect to continue with the deletion, the project will not be associated to the proposal, and any data that had been associated with the project will not be returned to its prior state.

For examples related to how the system handles projects associated with or removed from a proposal in the addenda phase, see Proposal-Project Association in the Addenda Phase.