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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

 

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