Once a Bid Request is issued, communities can communicate with suppliers, review and evaluate responses via scorecards, and ultimately award the bid to the desired supplier.

Accessing the View Bid Request Screen

1. Navigate: Go to the Sourcing module.

2. Locate Bid: Locate the desired bid request by inserting the bid number in the Bid ID number field or by using Filters.

3. Open Bid: Select the bid name.

Messages Tab (Communication)

The Messages tab serves as a communication forum for collaborators and suppliers.

1. Add Comment: Click the Messages tab > select +Add Comment > the Add Comment pop-up box will appear.

2. Select Audience: Use the dropdown in the Comment in field to select the desired audience:

   • Notifications: Messages are sent to all community collaborators and all invited suppliers.

   • Workgroup: Messages are sent to collaborators in the workgroup only (suppliers will not see them).

   • Supplier: Messages are sent to the bid request creator and the selected supplier (other suppliers will not see them).

3. Send: Optionally enter a community user's name in the Comment In field > insert the desired message > select Send.

Responses Tab (Reviewing Quotes)

To view and compare final supplier quotes:

1. Navigate: Go to the Responses tab > select the Supplier Reponses tab.

2. Filter: In the Supplier Type field, select Quoted > click Search.

3. Available Actions: The final quotes are displayed for comparison and action:

   • View: Opens the breakdown of quoted costs from the supplier response.

   • Remove: Rejects the supplier's response from eligibility in the bid.

   • Tags: Used to label and group suppliers (can be used for filtering or labeling notes). Tags are saved for future use.

   • Invite URL: Retrieves the unique URL sent to the supplier for the bid.

Team/Evaluator Edit Note: You can edit your team and evaluators at any time (even after a bid closes) by clicking More Actions > selecting Edit Team.

Scorecard Tab (Evaluation)

The Scorecard allows users to view and compare evaluation scores.

1. Access: Go to the Responses tab > select the Scorecard tab.

2. Comparison: All involved suppliers are listed, displaying their rating and score for any weighted sections. The filter allows viewing the Scorecard by all sections or sorting by a specific section.

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

Select and Award Tab

This tab is used to finalize the bid by selecting the winner and closing the request.

RFP/RFI Note: For RFP or RFI bids, the Select and Award tab is only available if Award Sections were included during the bid creation.

1. Access: Go to the Responses tab > select the Select and Award tab.

2. Select Winner: In the Awarded Supplier field, select the desired supplier.

3. Close and Award: Click Close and Award > a pop-up box will appear to confirm awarding and closing. Select OK.

4. Notification (RFQs Only): The Close and Award pop-up box will appear (only when awarding RFQs). Check the Notify Suppliers box if you want to automatically send an email notification of their award win > select OK.

RFP/RFI Notification Policy: No automated supplier notifications are sent for RFPs or RFIs when awarded. It is recommended to notify the awarded supplier separately via email.