How to Add New Bids in QuickSourceBids
QuickSourceBids is VIVE's all-in-one Request For Proposal (RFP) solution that streamlines the bidding process. The QuickSourceBids feature allows users to create, manage, and track bid requests quickly and efficiently.
This article will walk through how to:
- Access QuickSourceBids
- Start a new bid request
- Enter bid details step by step
- Add vendors to the bid
- Review and release the bid
Accessing QuickSourceBids
Log in to VIVE and navigate to QuickSourceBids from the left-side menu. The QuickSourceBids grid compiles all of your bids in one place.
Bid Status Definitions
| Status | Definition |
|---|---|
| Created | The bid has been drafted but not yet released to vendors. |
| Released | The bid has been sent to vendors, and submissions are open. |
| Awarded | A vendor has been selected and awarded the bid. |
| Closed | The bid is no longer accepting submissions, the bid was either manually closed or it is after the deadline. |
Bid Actions & Icons
Each bid has a set of available actions based on its status. The following table explains what each icon represents and when it can be used.
| Action | Icon | Description | Available Statuses |
|---|---|---|---|
|
Edit the Bid |
(Pencil) | Modify details before the bid is closed or awarded. | Created/ Released |
|
Delete the Bid |
(Trash Can) | Permanently remove the bid from the system. | Created |
|
Close Bid to New Submissions |
(Stop Button) | Prevent vendors from submitting new proposals. | Released |
|
View the Bid |
(Eye) | See the bid details in a read-only format. | All |
|
Review/Report/Finalize the Bid |
(Magnifying Glass) | Open the bid for final review, reporting, or awarding. | Released/ Closed/ Awarded |
|
Award the Bid |
(Magnifying Glass -> Award Icon) | Select a vendor and finalize the contract. | Released/ Closed |
Add a New Bid
Click the "ADD NEW QUICKSOURCEBID" button in the top-right corner to create a new bid.
This will open the bid creation screen, where you can begin entering details for the new bid.
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Naming the Bid & Selecting a Site
- Enter a Bid Name in the provided text field.
- Use the search table to find and select the Site associated with the bid. A bid can only be assigned to one site.
- Click "NEXT" to proceed.
Tip: Use the search bar to filter results by site name, city, state, or ZIP code.
Entering Location & Contact Information
- Enter the Work Location Information (Address, City, State, ZIP).
- Add the Bid Contact Information: Enter the contact details for individual(s) from your company who should be notified when a vendor responds to the bid. These contacts will receive email notifications each time a response is submitted. You can add multiple contacts to ensure that all relevant team members within your organization are informed of bid activity. Add the following contact details
-
-
- First & Last Name
- Phone Number
- Email Address
-
Once all required fields are completed, click "NEXT" to proceed.
Tip: Click "REMOVE CONTACT" if a different person should be assigned.
Setting Bid Dates, Pricing & Instructions
Select Bid Dates:
- Reminder Date (Notification sent to vendors before the bid is due)
- Bid Due Date (Final submission deadline)
- Start Date (Project/work start date)
Enter Itemized Pricing Categories:
- Specify the label/category for each itemized line item included in the bid.
- Vendors will be required to submit an individual price for each line item, ensuring detailed and itemized bid responses that are easy to compare.
- Click "ADD ADDITIONAL LINE ITEM" if you require additional itemized line items.
This is the screen that vendors will see once your pricing labels are saved. Vendor are required to respond with a cost associated with each pricing label/category.
Provide Bid Instructions:
- Type any specific instructions or upload a document(s) by clicking "UPLOAD FILE(S)".
To add a new bid, users must either:
- Upload a file containing bid details
- Manually enter bid information following the structured process
Once complete, click "NEXT".
Adding Vendors to the Bid
There are two options for adding vendors:
- VIVE Vendors – Select from pre-approved vendors in the system.
- Unregistered Vendors – Manually enter vendor details for those not yet in the VIVE system.
Adding a VIVE Vendor
- Click "ADD VIVE VENDOR(S)".
- Use the search bar to find vendors by name, trade, location, or status.
- Select the vendor and click "CONTINUE".
By default, only approved VIVE vendors will appear in the "Add VIVE Vendor to Bid" grid. To view all available VIVE vendors, click the filter icon in the VIVE Status column and select the desired statuses.
Please Note: VIVE strongly discourages the use of non-approved vendors, as they have not yet met your organization’s minimum qualifications to service your sites. Engaging such vendors may introduce risks to your company and the properties being serviced.
Filter Icon:
Editing VIVE Vendor information
All bid invitations will be distributed to vendors via email. Please ensure that the correct email address is entered for the designated contact at each participating organization. If any contact information is incorrect, click the Edit button to make updates. You may enter one or multiple email addresses per vendor to ensure the bid opportunity is received by the appropriate recipients.
Adding an Vendor Not in VIVE
- Click "ADD UNREGISTERED VENDOR(S)".
- Enter the vendor’s name, contact details, and Email: All bid invitations will be sent to vendors via email. Please verify that the correct email address has been entered for the designated contact at each organization included in the bid opportunity.
- Click "SAVE" to add them to the bid.
- Unregistered vendors will respond to bid opportunities by emailing the bid contact(s) provided during the bid creation. These vendors do not have access to VIVE so their bid responses will not be viewable through the VIVE platform.
Note: Unregistered vendors must register with VIVE before being awarded a QuickSourceBid.
Reviewing & Releasing the Bid
Review all bid details, including:
- Work Location
- Contact Information
- Bid Dates
- Vendors Added
- Vendors Email: All bid invitations will be sent to vendors via email. Please verify that the correct email address has been entered for the designated contact at each organization included in the bid opportunity.
Click the "Previous" button to edit any entered information.
If everything is correct, click "RELEASE AND EMAIL VENDORS" to send the bid request.
Tip: Click "PREVIOUS" to go back and make any changes before finalizing.
Once released the bid will be successfully added to your bids and display a confirmation pop-up. Vendors will immediately receiving an email requesting they respond to the bid by the bid due date.
Best Practices
- Ensure all bid details are accurate before releasing.
- Use the search and filtering tools to quickly locate vendors.
- Double check the email addresses for the VIVE contact and each vendor to ensure the bid is reaching the correct recipient.
- Monitor bid statuses in the QuickSourceBids dashboard after submission.
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Need More Help?
For further assistance, contact VIVE's customer service:
Available 9:00 am - 6:00 pm Monday - Friday EST
- Online chat under the "Help" icon
- Email: support@getvived.com