Bid Definition - BQUPBD

The primary purpose of the Bid/Quote Management (BQ) Bid Definition (BQUPBD) page is to capture the general or summary information related to a specific formal bid. One of these pages will be completed for each bid; each site will have numerous occurrences of this page. The overall flow of the bid being defined is controlled by the bid cycle entered on this page.

The detailed description and the buyer associated to the bid will be entered on this page. Other general information captured on this page includes the current status of the particular bid, the original issue date or mailing date of the formal bid, the actual award date, and the date the bid item was actually received by the site. If multiple items are contained on the bid, then the award date and delivery date will represent the dates associated with the last item on the bid.

On this page, insert the total number of items included on the bid and the total number of bids sent out to vendors. Upon entry of the actual bid item details, insert the total number of bid responses, the percentage of bids that were returned as compared to the number that were sent out, and finally, the calculated percentage of the number of bids that were both returned and responsive.

Bid Number: To update an existing bid number, select from the page Entity list or use the Lookup function by clicking on the ellipsis and select from the drop-down list. New bid numbers are created in Add Mode and must be unique. The bid number may be auto-generated with a seed value defined in NU Common Codes, with a Category/Value of SYNO/BIDID.
Short Desc: A short description or title of the bid.
Renewal Options: The codes available for selection in the drop-down list are defined in BQ Management Codes (BQUPCD) with Code ID of RENEW.
Buyer ID: This field identifies which buyer will be responsible for the bid. Valid Buyer IDs are defined in the PE database on the Person/Entity Information (PEUPPE) page. Upon entry, the system will display the name associated with the Buyer ID entered. Use the Ctrl+L combination or click on the ellipsis for a list of defined IDs in the PE database.
Bid Dept: The codes available for selection in the drop-down list are defined in BQ Management Codes with Code ID of BIDTYPE.
Bid Status: The codes available for selection in the drop-down list are defined in BQ Management Codes with Code ID of STAT.
Description: Free-form text used to describe the bid.
Cycle ID: The codes available for selection in the drop-down list are defined in BQ Bid Cycle Definition (BQUPCY). This will establish what cycle this bid will be following.
Bid Opening Time: The time of day the bid will become active (HH MM).
Bid Open Date: The calendar date the bid becomes active.
Contract: Depending upon system setup, this field may or may not be required. It may also be linked, directly or indirectly to the Contract Management (CM) module. If linked, this will be the master contract number.
Expire Date: The calendar date that the bid expires.
Number of Bid Items: Number of items on the bid.
Court Date: The date the bid was approved by the Commissioner's Court. (Note: some County agencies are required to have Court approval for bid/POs over X dollars.)
# Bids sent Out: The number of bids mailed out.
Award Date: The calendar date the bid was awarded.
# Bid Responses: The number of responses for the bid.
Delivery Date: The expected delivery date for the items on the bid.
Number Responsive: Number of responses that meet bid expectations.
% Returned: Calculated field.
1st Adv Date: Up to three dates when the bid was advertised to the public.
% Responsive: Calculated field.