Awarding a Proposal

The system identifies the low bidder for analysis purposes, but you can award the proposal to any valid bidder. When all bids have been received and analyzed, and the winning bid has been selected, you must designate in the system which proposal vendor will be awarded the proposal.

Follow these steps to award a proposal to a bidder:

On the Bid Letting Summary, click the Status Quick link.
On the Bid Letting Status Summary component, locate the proposal you want to award.
Select Award from the Actions menu for the proposal.

The system displays the Award Proposal modal window, with the Proposal Status and Status Date fields automatically populated with current values.

Note: The Award and Reject tasks are available from the Actions menu if the proposal has a valid bidder and a valid bid.
If necessary, enter new values in the Proposal Status or Status Date fields.
The modal window lists the vendors who submitted the top three valid bids, along with the amount and rank of each bid. Select the vendor to which you want to award the proposal.
Click the Award button.

The system closes the Award Proposal window and updates the proposal and proposal vendor with the awarded bidder information.

Note: Depending on an agency option setting, you might not be able to award the contract if a DBE commitment has not been approved for the proposal (that is, if a date has not been recorded in the Approval Date field on the DBE Commitment Overview component).

You can also award a proposal on the Proposal Vendor Summary component (see Managing Proposal Vendors).

You can also have the system automatically award a proposal to the lowest valid bidder in a bid letting on the Bid Letting Overview or the Bid Letting Status component (for more information see Awarding Proposals to the Lowest Bidder).