Invite, Reinvite, and Remove Bidders

From a Project or a Capital Project, Bid Managers can invite, reinvite, or remove bidders.

Invite Bidder

Invite one or multiple Bidders per vendor to bid on a bid package. If more than one Bidder per vendor is invited, the bid options available to Bidder users for their employer display.

• The first invited Bidder to accept or reject a bid invitation does so for the whole vendor record. If a bid invitation is rejected in error, the vendor must request a new bid invitation.

• Removing a Bidder from a bid removes all Bidder users from that vendor. If you only need to remove one Bidder user, remove the user from the Members / Contacts tab of the entity.

• Bid notifications go to all Bidders on the bid package for the vendor.

• All Bidders for a vendor are able to take the same actions on the bid package, provided they have the same user class.

1. Click the Invite Bidder in the Actions menu in the rightmost side of the page.

2. For each bidder:

   1. Use Search at the top of the window to locate the bidder.

      In Column Filter select the columns you want.

   2. Click <invite> in the Planned Invitation column for the bidders you want to invite.

3. When you have selected the bidders you want to invite, click Next.

4. In the Invite Bidders page that opens, enter bid invitation:

   • Email Subject

   • Email Body

     This 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. Click Submit.

   The invitation email is sent to the bidders.

Re-Invite Bidder

You can resend a bid invitation to a bidder, or re-invite them to bid on a bid package if they have declined. The first invited Bidder to accept or reject a bid invitation does so for the whole vendor record. If a bid invitation is rejected in error, the vendor must request a new bid invitation.

One of the following must be true:

• You created the bid package.

• You are a member of the project and have the same user class and job function as the bid package creator.

• You are a member of the project and are a bid package assignee because your job title is in the list of bid package assignees.

If you do not meet these criteria, but need to take over bidding activities for a bid package, your System Administrator can add you to the project and do one of the following:

• Edit the bid package template to add your job title.

• Edit your user to add a job title that is listed in the bid package template.

• Assign you to the same user class as the bid package creator.

1. Click Re-Invite in the Bidder List next to the bidder you want to re-invite.

2. In the Invite Bidders window that opens, enter bid reinvitation:

   • Email Subject

   • Email Body

     This 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.

3. Click Submit.

   The invitation email is sent to the bidder.

Remove Bidder

Removing a Bidder from a bid removes all Bidder users from that vendor. If you only need to remove one Bidder user, remove the user from the Members / Contacts tab of the entity.

Removing a bidder from a bid package also removes them from the entity, unless they are invited to another bid package on the entity or they are part of a work flow.

To remove losing bidders after notification, one of the following must be true:

• You created the bid package.

• You are a member of the project and have the same user class and job function as the bid package creator.

• You are a member of the project and you are a bid package assignee because your job title is in the list of bid package assignees

If you do not meet these criteria, but need to take over bidding activities for a bid package, your System Administrator can add you to the project and do one of the following:

• Edit the bid package template to add your job title.

• Edit your user to add a job title that is listed in the bid package template.

• Assign you to the same user class as the bid package creator.

1. Click Remove in Bidder List next to the bidder you want to remove.

2. Click Yes in the confirmation window that opens.