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The bid analysis process allows you to print requests for quotes and enter bid quotes received from vendors. Once quotes have been entered, the system analyzes all bids and awards the bid to the best competitive vendor.
Add New Bid Periods and Print Request for Bid Quotes Report
Step 1: From the Utilities tab, locate and click on Bid Analysis.
Step 2: Click Add New to open the Bid Analysis wizard. If any open bids exist, they will be displayed in the Bid Period Maintenance window.
Step 3: Establish new bid period options.
- Bid Analysis Group - Use the drop-down menu to select the correct bid group (established by Central Office staff in the Administration tab).
- Opening Date - Use the calendar tool to establish an opening date.
- Period Start Date - Use the calendar tool to establish the start date of the new bid.
- Period End Date - Use the calendar tool to establish the end date of the new bid.
Step 4: Select Print. Then, choose Request for Bid Quotes.
Step 5: If you have a custom report, you use the drop-down menu to select the correct report layout. Otherwise, click Ok.
Step 6: Choose to Save, Print, or Export the Request for Bid Quotes report. To close the report, select Close Print Preview.
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Add New Quotes
Step 1: Enter new bid quotes from vendors by selecting Add Bid Quote.
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Note the information for Bid Period Information is greyed out. If any of the information is incorrect, you may select Edit to make changes. |
Step 2: Enter Bid Quote details.
- Vendor - Use the magnifier
icon to select the vendor submitting the bid. - Proposal Date - Use the calendar icon to enter the proposal date.
- Prompt Payment Discount - If the vendor has indicated a discount for prompt payment, enter the percentage in the cell; otherwise, leave blank.
- Proposal Signed - By default this box is checked. If the received proposal has not been signed, uncheck the box by clicking inside.
- Bid Items - Complete bid item details for each proposed item.
- In the Brand column, click the ellipses icon to open the Pick Item window.
- Select the correct brand, case, or product code.
- If the item is not already marked as an approved item, click the Approve Item button at the bottom of the window.
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If you are unsure if the item is approved for acceptance, you should contact your supervisor prior to approving items. |
- If you selected to approve the item, you will be asked to confirm if you wish to mark the item as approved for the bid group setup. Select Yes to approve the selected item.
- Then, click Ok.
- If you selected to approve the item, you will be asked to confirm if you wish to mark the item as approved for the bid group setup. Select Yes to approve the selected item.
- Enter the case price provided by the vendor.
- If the vendor allows broken cases for the item, click in the box until a checkmark appears.
- By default, items are stated to meet specifications.
- Click Save Changes to save the entered bid.
Note the row for Catalog Number aS030 is highlighted red. This can be due to an item not selected from the Pick Item window, the item was not confirmed for approval, or a case price was not entered. This may be normal if a vendor does not bid on all items.
Repeat the process for each bid received.
You may also want to print bid quotes for review.
Step 3: Select Print. Then, choose Bid Quotes.
Step 4: Choose to print the selected quote or all quotes for the bid period. Then, click Ok.
Step 5: Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
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Analyze Bids
Step 1: Select Print. Then, choose Bid Analysis.
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Running this report will allow you to ensure accuracy prior to starting the analyze bid process. |
Step 2: Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
Step 3: Select Analyze Bid to open the Bid Analysis wizard and begin the award process.
Step 4: Click Next to proceed with the award process.
Step 5: Select which considerations to make during the analysis process. Then, click Next.
- Consider Prompt-Payment discounts
- Consider Manufacturer's Rebates
- Consider Other Rebates
Step 6: Review the bid analysis results. Then, click Next to continue.
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You may click Cancel if you need to make necessary edits, such as entering a missing quote, before completing the award process. |
Step 7: Click Finish to complete the bid process and award the price contracts.
Step 8: Select Print. Then, select Bid Analysis to print a copy of the final report. You may provide wish to provide a copy to the vendor as well as your personal records.
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Once the bid process is complete, the Status changes from Open to Awarded. |
Step 9: Choose to Save, Print, or Export the report. To close the report, select Close Print Preview.
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