Edit/Cancel a Bid Request

  • Updated

The creator of a bid, can edit a bid request (e.g., adding suppliers, updating requirements) before, while the issue date is current, or after the response date has passed.

Constraint Note: The Bid Request Type cannot be edited once the bid is created.

 

Editing Prior to or During Current Issue Date

  1. Locate Bid: Locate the desired bid request.

  2. Edit Action: Select More Actions

    • Edit: Routes the user back to the Summary tab.

    • Edit Requirements: Routes user to the Requirements tab.

    • Edit Evaluations: Routes user to the Evaluations tab.

 

Add Supplier

  1. Locate Bid: Locate the desired bid.

  2. Responses Tab: Click the Responses tab.

  3. Click the Add Supplier icon.

  4. Choose from the listed options: Add Community Supplier, Add Directory Supplier, and/or Add Non-Unimarket Supplier.

 

  1. Status: Once added, the supplier(s) can be viewed in the listing below. The supplier's State will appear as New and will simultaneously receive an email notification.

 

Remove Supplier

To remove a supplier from a bid, 

  1. Locate Bid: Locate the desired bid.

  2. Responses Tab: Click the Responses tab.

  3. Hover over the desired supplier > click the three dots to the right (More Actions).

  4. Click Remove Supplier.

 

  1. In the Reason field, select the desired option (Note: If an option is not populating or the desired option is not listed, reach out to your Community Administrator to add the option in the Sourcing Administration module).
  2. Add the desired notation in the Comments field > select Remove.
  3. Once the supplier is removed for the bid, the Remove status will appear on the bid within the supplier's profile and they will not be action the bid.

 

Important Note: If the supplier was removed from the bid in error, use the Add Supplier feature. To re-invite the supplier to the bid. Once the supplier is re-invited, the status will reflect New within the supplier's profile to action the bid.

 

Editing After the Response Date has Passed

To edit a bid after the response date has passed, the date must first be extended.

  1. Extend Response Date: Locate the desired bid request > click More Actions > select +Extend Response Date.

  2. Set New Date: A pop-up box will appear. Select the desired response date and time > click OK.

 

  1. Edit Bid: Once the date is extended, select More Actions.

    • Edit: Routes the user back to the Summary tab.

    • Edit Requirements: Routes user to the Requirements tab.

    • Edit Evaluations: Routes user to the Evaluations tab.

    • Edit Team: Routes user to the Team tab.

 

  1. Publish Updates: To publish the bid with the updates, the user may need to update one or more fields on the Publish tab.

  2. Notify Suppliers: If the user wants to notify suppliers of the changes, check the Notify Suppliers box > insert the desired information in the Description of changes field.

    • The information in the Description of changes field will be posted as a comment on the Bid Request and emailed to all participants.

  3. Finalize: Select Finish.

 

Edit/Delete Team Members and Evaluators

To add or edit team members/evaluators on an existing bid before the issue date has passed. The following must be TRUE:

  • The Allow Adhoc Permissions feature, enabled within the community

  • Creator of the bid and

  • Has the Bid Requests and Bid Request Collaboration roles. 

Note: For additional information about the defined permissions and their function, please refer to help article Sourcing Administration Module.

 

Edit Team Members

  1. Edit Team: Locate the desired bid request > select More Actions > click Edit Team.

 

  1. Select User: A pop-up box will appear. Locate the user's name > select Edit.

  2. Update Permissions: Check the desired Permissions box(es) > click Save.

 

Add Evaluator(s)

  1. Add Evaluator(s): Locate the desired bid request > select Teams tab > click Add Member.

 

  1.  A pop-up box will appear > in the User field, select the desired evaluator > in the Permissions field, select the desired permissions > click Add.

    • Note: Global Evaluators will evaluate all the Evaluation sections. If you would like to assign the user as a Global Evaluator, check the Global Evaluator box.

 

Delete Team Members

  1. Delete Team Member: Locate the desired bid request > select the Team tab.
  2. Hover over the desired member's name > select Delete (trash can icon), to the right.

 

Cancel a Bid Request

After submission, bids can be cancelled via the Sourcing module:

  1. Access: Go to the Sourcing module > select the desired bid name on the Bid Requests view screen.
  2. Actions: Click More Actions > select Cancel Bid Request.

Note: If the bid request is edited, the user will be prompted to add a description of the changes and can choose to notify the workgroup.