Bid Process

I. Cycle/Task Creation and Tracking (Internal Tracking)

• Identify tasks needed to complete the bid
• Estimate days required to complete each task
• Organize tasks in sequential order: (Cycle Definition)
• Assign tasks to users/personnel
• Record tasks completion info

II. Create Informal Quote

• User creates purchase request (PR)
• PR approval & flagged as QUOTE NEEDED
• Selection of QUOTE for creation
• Obtain quotes and record
• Award quote
• Create purchase order

III. Create Formal Bid

• User creates purchase request (PR)
• PR approval & flagged as BID NEEDED
• Consolidate similar items from approved bid requests
• Record bid information
• Identify internal cycle definition for the bid
• Determine and record bidders for bid invitation (optional)
• Create bid invitations (optional)
• Mail invitations (optional)
• Receive and record invitation responses (optional)
• Determine and record bidders for bid document
• Create bid document
• Mail bid document
• Receive and record bid responses
• Award of items
• Create purchase order