Managing Bids in QuickSourceBids
The QuickSourceBids feature allows users to create, manage, and track bid requests efficiently.
This article will walk through how to:
- Award a Bid
- Differentiate Status of Bids
- Export Data Report on Bids
- Close Bids
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, either manually closed or 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 released. | Created |
|
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. | Closed/ Awarded |
|
Award the Bid |
(Award Icon - Not shown in images) | Select a vendor and finalize the contract. | Closed |
Accessing the Bid Review Section
- Navigate to "QuickSourceBids" from the main menu.
- Locate the bid you want to review under the Review/Report/Finalize Bid Icon.
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Reviewing Vendor Bids & Resending Bid Emails
Inside the Review/Report/Finalize Bid screen, locate the vendor row in the table.
In the "Actions" column, click the email icon to:
- Provide bid information on behalf of a vendor
- View the vendor’s bid submission
- Resend the bid email if needed
Tip: If a vendor did not submit their bid, click "Resend bid email" to notify them again.
Awarding a Bid
To award a bid to the vendor:
- Click the award icon (🏆) in the "Actions" column.
- A confirmation message will appear asking, "Are you sure you want to award this vendor?"
- Click "Continue" to finalize the award.
Note: A bid will only show this Icon if vendors have submitted a bid, the bid has been released or closed and hasn't been awarded.
Tip: Awarding a bid notifies the vendor that they have been selected and locks in their bid submission.
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Exporting Bid Data for Reporting
Users can generate two types of bid reports:
- Comprehensive Report – A full bid summary with all vendor details.
- Comparison Report – A side-by-side analysis of vendor bids.
To Export a Bid Report:
- Click "COMPREHENSIVE REPORT" or "COMPARISON REPORT" at the top of the screen.
- The system will generate a PDF report with bid details, vendor submissions, and worksite information.
- Review the report, and if needed, click download to access supporting documents.
The Comprehensive Report includes:
- Proposal details (dates, site location, and status)
- Vendor bids and submission data
- Worksite address and contact information
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Best Practices
- Use the "Resend bid email" option if vendors need reminders.
- Review vendor ratings before awarding a bid.
- Export reports for audit purposes or internal review
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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