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Viewing & Awarding A Bid Request

Talaiyah
  • Updated

Communities can communicate with supplier regarding bids, send responses, evaluate/compare scorecards and award desired supplier.

 

Access View Bid Request Screen

To view the Bid Requests screen, go to the Sourcing module > locate the desired bid request, by inserting the bid number in the Bid ID number field or use Filters.

Once the desired bid is located, select the bid name.

 

Messages

The Messages tab within a bid request gives a forum for collaborators and/or suppliers to communicate.

To add a new comment, click the Messages tab > select +Add Comment > the Add Comment pop-up box will appear > select dropdown in Comment in field, to select desired option.

  • Notifications - Messages posted here are sent to all collaborators in the community and all invited suppliers.
  • Workgroup - Messages posted here are sent to collaborators in the workgroup only. Suppliers will not see them.
  • Supplier - Messages posted here are sent to the bid request creator and the selected supplier. Other suppliers will not see them.

In the Comment In field, enter the name of a community user's name (optional) > insert desired message in the message box > once completed, select Send.

 

Responses

When it is time to award the Bid Request, the user can navigate to the Responses tab > select Supplier Reponses tab > in the Supplier Type field, select Quoted > click Search > view quotes from suppliers.

All final quotes are displayed for comparison and actions, to be taken on desired quote. Below are the possible options.

  • View - View the breakdown of quoted costs from the supplier response
  • Evaluate - Evaluate the question responses from the supplier
  • Decline - Reject the supplier's response from eligibility in the bid.
  • Tags - Create tags to label suppliers. These tags can be used to group responded suppliers together and filter them out. You can also use them to label notes about the responses. Tags used will be saved for easy access in the future.

If needed, you can edit your team and evaluators without reopening the bid request by clicking More Actions > select Edit Team.

You can edit at any time including after a bid closes.

 

Scorecard

The Scorecard allows users to view the evaluations and compare scores, by going to Responses tab > Scorecard tab.

 

All suppliers involved will appear in a list, displaying a rating and score for any weighted sections. The filter allows a user to view the Scorecard by all sections or sort by a specific section.

To add tags to suppliers, select Tags > the Edit Tags pop-up box will populate > enter desired tag name and > select OK.

 

Select and Award

Note: On RFP/RFI, the Select and Award tab is only available if the Award Sections are in use.

To select and award a supplier, go to Responses tab > select Select and Award tab > in the Awarded Supplier field, select the desired supplier > click Close and Award > a pop-up box will appear to confirm awarding and closing, by selecting OK.

 

Once completed, the Close and Award pop-up box will appear.

Note:

  • The Close and Award box will only appear when awarding RFQs.
  • No automated supplier notifications will go out for RFPs or RFIs when awarded. We recommend notifying the awarded supplier separately via email.  

 

Check Notify Suppliers box if you want to automatically notify suppliers by email of their award win > select OK.

 

Once successfully awarded and closed, the following message will appear:

 

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