Managing Proposals in a Bid Letting
The Proposals tab on the Bid Letting Summary contains a rolling list of all the proposals currently associated with the bid letting. Each row contains an Actions button, the number of addenda, and current values for the following fields:
To access more information about a proposal, click the Proposal link in the appropriate row. For more information, see Maintaining a Proposal.
You can remove any proposal from a bid letting as long as the letting date is on or after the current date. To remove a proposal, select Remove from the Actions menu on the proposal's row.
To validate a proposal, select Validate Proposal from the Actions menu on the proposal's row. For more information, see Proposal Validation.
To enter bid information for a proposal, select Bid Entry from the Actions menu on the proposal's row. For more information, see Maintaining Bid Items.
To export a proposal to Bids, select Export To Bids or Export To Bids With Gen from the Actions menu on the proposal's row. For information on these processes, see Exporting a Proposal to Bids.
To generate and print mailing labels for one or more of the awarded vendors in the bid letting, select Awarded Vendor Mailing Labels from the Actions menu on the proposal row. For more information, see Generating Mailing Labels for Awarded Vendors.
Adding Proposals to a Bid Letting
To add one or more proposals to the bid letting, perform the following steps:
Click the Proposals tab on the Bid Letting Summary.
Click the Select Proposals button.
The system displays a modal window for selecting proposals.Type criteria in the Quick Find search box that matches the proposal you want to add or click Show first 10.
The system lists all the proposals that meet your search criteria in rows.Click each proposal you want to add to the bid letting.
A check mark appears beside the selected proposals. To clear a selection, click the proposal again.Click the Add to Letting button.
The system closes the modal window and takes you to the Proposals tab of the Bid Letting Summary with the new proposals added to the list.
Managing Call Order Numbers
On the Proposals tab of the Bid Letting Summary, you can change the call order for a proposal by typing a new number into the Call field. The value must be positive and unique within the current bid letting. You can use non-numeric characters for the call order; however, the system's automatic call ordering will skip all call orders with non-numeric values when determining the next call order number to assign.
Note: If your agency has set the Call Order Increment agency option to zero, the system does not automatically assign a call order to each proposal upon saving. In this case, all order fields are blank.
When you are finished changing the call order, click the Save button to apply your changes to the system. The system displays a message to confirm that your changes were saved in the database.
Postponing a Proposal
You can postpone any proposal that has not yet received bids by removing its current bid letting association and adding it to a later bid letting.
Follow these steps to postpone a proposal:
Click the Proposals tab on the Bid Letting Summary.
Select Postpone from the Actions menu for the proposal you want to postpone.
The system displays a Choose a Letting modal window.In the modal window, type criteria in the Quick Find search box that matches the bid letting to which you want to reassign the bid letting.
The system lists all the bid lettings that meet your search criteria.Click the bid letting record you want to select.
The system adds a check mark next to the bid letting you select and shades the row. To cancel a selection, click the selected row again.Click the Postpone button.
The system removes the proposal from the current bid letting, adds it to the new bid letting, and closes the Choose a Letting modal window.
