Controlling Tender Documents: Tender Sets, Addenda and Withdrawals

Decide exactly which documents your subcontractors receive, before and after a tender goes out. While a package is a draft you can change its tender set as often as you like. Once it is published, every change goes out as an addendum, so tenderers are told and must acknowledge it. If something was sent by mistake, you can withdraw it from every tenderer.

1The 60-second version

Package state	What you can do with documents
Draft	One working tender set, labelled Draft · not sent. Edit or remove it freely. Nothing has gone to subcontractors yet.
Publish	The draft set is issued as Rev 1. The checklist shows exactly how many documents go out, and to how many subcontractors.
Published (open)	Issued sets are locked. To add, replace or remove documents, issue an addendum. It creates the next revision, notifies tenderers and asks them to acknowledge it.
Sent by mistake	Withdraw the document through an addendum. It disappears from every revision on the tender portal for every tenderer.

Tenderers price from the current revision

On the tender portal the newest revision is marked Current. Earlier revisions are folded away under Superseded revisions and kept for reference only.

2Preparing the tender set before you publish

Open the package and go to the Tender Set tab. While the package is a draft, it holds a single working set.

Create the set

Click Create Tender Set, choose the documents from CDE Explorer or the Document Register, assign sections, and click Create Tender Set.
Change it as often as you need

Click Edit documents. The picker opens on Current Set with the set's documents ticked. Untick any you want to drop, add or update documents from the other tabs, then click Save Tender Set. The draft set is replaced; it does not become a second revision.
Start again if you need to

Remove clears the draft set.

**Tender Set tab on a draft package.** The set is labelled Draft set with a Draft · not sent badge. Edit documents and Remove are available, and a note explains that the set is issued as Rev 1 when you publish.

**Edit Tender Set picker.** The Current Set tab lists the documents already in the draft set. Untick a document to remove it, or add more from CDE Explorer or the Document Register. Saving replaces the draft set.

Get the documents right in the CDE first

A tender set takes a copy of what is filed in the project's CDE at that moment. Finish uploads and check your approved revisions before you build the set. Turning on Lock to Document Register under the tab's source policy keeps unregistered files out.

3"This draft holds several tender sets"

Packages drafted before this change could collect several sets, one for each time Create Tender Set was clicked. Every set on a draft goes out when it is published, so Deep Space now asks you to keep only one.

Keep the latest

Click Keep Rev N only. The newest set becomes the draft set and the others are removed.
Or choose a different one

Pick a set from Choose which to keep… and click Keep Rev N.

Amber warning on a draft holding two tender sets — **Tender Sets tab on a draft holding two sets.** The amber warning reads "This draft holds 2 tender sets — all 2 would be issued on publish", with Keep Rev 2 only and Choose which to keep.

Publishing is blocked until one set remains

Nothing has been sent yet, so removing the extra sets is safe. Subcontractors only ever see the set you keep.

4Checking what goes out when you publish

When you publish, the pre-publish checklist states what will be issued. It shows the revision, the number of documents in each section, and how many subcontractors will receive them. Click Review documents to look at the set again before you publish.

Publish Tender Package checklist with one tender set — **Publish Tender Package checklist.** The Tender Set row reads "issued as Rev 1 · 3 document(s) will be issued to 1 subcontractor".

Publish checklist blocked by several tender sets — **Publish checklist on a draft with two sets.** The Tender Sets row turns red: "2 sets would all be issued. Keep only the final one before publishing." Publish stays disabled until it is fixed.

5Changing documents after publishing: issue an addendum

Once a package is published, its tender sets are an issued record. The Tender Sets tab shows Issued · locked, and there is no Create Tender Set button. The only way to change documents is an addendum, which tells every tenderer the change concerns.

Start the addendum

Click Issue addendum → on the Tender Sets tab, or Issue Addendum on the Addenda tab. The document picker opens with the current revision carried forward.
Change the documents

Untick documents the new revision should drop. Add new documents, or newer versions of existing ones, from the other tabs. Re-picking a document replaces it with its latest revision. Click Confirm Documents.
Describe it and issue

Enter a Subject and Description, check who will be notified, and click Issue Addendum + Rev N. The new revision and the addendum are issued together.

**Tender Sets tab on a published package.** The Issued · locked badge, the blue banner with Issue addendum, and Rev 1 marked Current and "Issued at publish".

Rev 2 current and Rev 1 superseded — **Tender Sets tab after an addendum.** Rev 2 is Current: "Issued via Addendum #1 · sent to 1 · 1 added, 1 removed", with an ADDED tag on the new document. Rev 1 is Superseded and folded away.

Tenderers must acknowledge

Each tenderer the change concerns is emailed and has to acknowledge the addendum before they can submit. Tenderers whose trades receive none of the changed documents are not asked to.

6Withdrawing a document sent in error

If a document should never have gone out, such as an un-redacted drawing or the wrong file, withdraw it. A withdrawn document disappears from every revision on the tender portal, for every tenderer, and can no longer be downloaded.

Pick the document

On the Tender Sets tab, hover over the document's row and click Withdraw…. Or open Issue Addendum on the Addenda tab and use Withdraw documents.
Give the reason

The subject and description are filled in for you. Enter a Reason, which tenderers will see. The dialog also shows which tenderers have already downloaded the file, and any other packages that issued the same file.
Issue it

Click Issue & withdraw. The document shows WITHDRAWN with the date and reason in the Tender Sets tab.

Issue Addendum with Withdraw documents — **Issue Addendum dialog with Withdraw documents.** The file to withdraw, the revisions it was issued in, a warning that the same file is also issued in another package, and the required Reason shown to tenderers.

Withdrawn document in the Tender Sets tab — **Withdrawn document on the Tender Sets tab.** The file name is struck through with a WITHDRAWN badge, the date and the reason. The other documents in the revision are unchanged.

Copies already downloaded can't be recalled

Withdrawing stops every further view and download. Files a tenderer already saved stay on their device: the addendum asks them to delete their copies, and the dialog lists who downloaded the file so you can follow up.

Withdraw only the wrong version

A withdrawal applies to that one file. A corrected version in a later revision stays available. If the same file went out in other packages, withdraw it from each package's Addenda tab.

7What subcontractors see on the tender portal

On the portal's Documents tab, the current revision sits on top, marked Current, with "Price from this revision", Download all, and NEW / UPDATED tags on what changed. Earlier revisions are folded under Superseded revisions. Opened, they show what replaced them and have no Download all.

Tender portal Documents tab with the current revision — **Tender portal, Documents tab.** Rev 2 is Current with "Price from this revision", a NEW tag and Download all. "Superseded revisions (1) — kept for reference, do not price from these" is folded.

Tender portal with the superseded revision opened — **Superseded revision opened on the tender portal.** Rev 1 reads "Superseded by Rev 2 — kept for reference, do not price from it" and has no Download all. The withdrawn document no longer appears.

Withdrawal notice in the portal's Addenda tab — **Tender portal, Addenda tab.** The withdrawal addendum shows "Withdrawn: …" with your reason and "Please delete any copies you downloaded", and the tenderer acknowledges it before submitting.

8Common questions

I archived the file in Project Documents, but tenderers can still download it.: A tender set keeps its own copy of what was issued. Archiving the file in the CDE does not change the tender set. Withdraw it instead (section 6).
Can I edit or delete a tender set after publishing?: No. Issued sets are a record of what tenderers received. Issue an addendum to add, replace or remove documents (section 5), or withdraw a document that must not be seen (section 6).
Can I withdraw a document from a closed tender?: Not yourself. Addenda, including withdrawals, can only be issued while a tender is open. Contact Deep Space support if a closed tender holds a document that must be taken down.
Why is an older revision still shown in full on the portal?: Some addenda issued before November 2026 sent only the changed documents rather than a full set. Deep Space keeps those earlier revisions open in full because tenderers still need them.
Right after issuing an addendum, the previous revision still says Current.: Refresh the page. The new revision shows as Current and the earlier one as Superseded.
A tenderer says a download link stopped working.: Download links on the portal last one hour (six hours for Download all). Ask them to refresh the portal page and download again.