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