Award

Your System Administrator can configure your bid packages to go through a tiered bid award approval process. This gives them greater control over the bidding process by requiring you to seek approval for bids that exceed a certain amount, or by requiring you to seek approval regardless of amount.

The Award Approval action appears in the Actions menu of the Bid Package Summary page if these conditions are met:

• Your System Administrator has configured this bid package template to require award approval, and

• The bid close date has passed.

When the you click Award Approval, the kickoff form for the bid award approval work flow opens. You and the approvers must complete the work flow. Once the work flow is in progress, bids and bid package data is not editable.

If the bid award is approved, the value of the Bid Package Status changes to Approved. Once this happens, the Award button appears in the Actions menu of the Bid Package Summary page.

Award bid to bidder

The Award action is only visible after the Bid Close Date has passed.

If you select a bidder other than the top-ranked bidder in the Award Bid window and award the bid to that bidder, the selected bidder becomes the top-ranked bidder .

1. Select the bidder you want to award the bid to from the Bidder List.

2. Click Award in the Actions menu on the rightmost side of the page.

   If the budget template is configured correctly, the Select Winner window opens.

   Contact your Bid Manager if a message states Used For Bidding, Used For Bid Conditioning, and Bid Template must be cleared the in Estimated column of Budget Type.

3. Confirm that the bidder you want is selected in the Select Bid Winner field, and click Next.

4. In the Award Bid window that opens, click Notify Winning Bidder.

   An email window opens. The fields in this window may already be pre-populated based on the parameters set by your System Administrator.

   If you have questions about the format of the email, contact your System Administrator.

5. Enter any additional information you want to send the winning bidder in the Email Subject and Email Body fields, and click Send Email then Close.

6. Click Notify Losing Bidders.

   An email window opens. The fields in this window may already be pre-populated based on the parameters set by your System Administrator.

   If you have questions about the format of the email, contact your System Administrator.

   The Remove Losing Bidders after Notification? check box is pre-selected in this window. This removes losing bidders from the project or capital project unless:

   • the bidder has been invited to bid or accepted an invitation to bid on another bid package

   • the bidder is assigned to a schedule task on the project or capital project

   We recommend leaving Remove Losing Bidders after Notification? selected.

7. Enter any additional information you want to send the losing bidders in the Email Subject and Email Body fields, and click Send Email then Close.

8. Do one of the following:

   • If a post-award work flow is configured:

     1. Click Next.

     2. Complete the kickoff form for your post-award work flow.

        If you accidentally close the form, you can reopen it by following the Post-Award Work Flow procedures below.

        Post-Award work flows are highly configurable. Contact your System Administrator if you have questions about your firm's post-award work flow.

   • If a post-award work flow is not configured:

     • Click Close.

       The window closes. The Winning Bid column in the Bidder List is now updated to reflect who won the bid and who lost the bid.

Un-award a bid

1. Navigate to the Budget page of the entity.

2. Click Budget Creation in the Actions menu on the rightmost side of the page.

3. Click Status in the Actions column of the bid award budget column.

4. In the Status window that opens, select the default Status for the bid award budget column.

5. Click Update.

   The bid is no longer awarded to that bidder.

Kick off post award work flow

Bid Managers can kick off a Post-Award work flow from the Actions menu. This allows Bid Managers to kick off the work flow even if they have closed the work flow kickoff form before completing it. Triggering the work flow in this manner will still auto-populate the data from the winning bidder.

1. Select a bid package from the menu, left of the Actions menu.

2. Click Post-Award Work Flow in the Actions menu on the rightmost side of the page.

3. Complete the Post Award work flow kickoff form that opens.