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, 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 |
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 on the paper airplane icon to:
- View the vendor's bid submission.
Submit a bid response on the vendor’s behalf.
Inside the Review/Report/Finalize Bid screen, locate the vendor row in the table.
In the "Actions" column, click the email icon to:
- Resend the bid email to the vendor's bid contact.
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.
The vendor will immediately receive an email letting them know that they were awarded the bid. (See Figure 19: Bid Awarded Email) Vendors that have not been awarded the bid, will receive an email letting them know that they were not awarded the bid. (See Figure 20: Bid Awarded to Another Vendor Email)
Figure 19: Bid Awarded Email
Figure 20: Bid Awarded to Another Vendor Email
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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