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Bid Management

Secured SharePoint system for online bidding and document submission process

Bid Management

Create new proposals and add bidders any time you want. Attach unlimited documents with high-level security.

Get timely reminders and never miss deadline for vendors.

Roles and Features

  • Create new bid/edit bid
  • Add bidders and evaluation team members
  • Add set bid start and end date
  • Access completed bids and documents
  • Download documents
  • Allow evaluation teams to access documents
  • Check bid activity logs
  • Evaluate bids when name is added

The Process

Create new bids

1 Create new bids

  • Proposal owner creates new bid
  • Add details like title, start/end date and time, description, evaluation members’ names, reminders
  • Upload documents related to bid information
 
Add bidders

2 Add bidders

  • Proposal owners can add any number of bidder names
  • Details like company name, representative, and email address is entered
 
Email notification to bidders

3 Email notification to bidders

  • Bidders are notified through emails and receive links to access bid details
  • Also receive reminder emails before a bid closing date arrives, if it is set by owner
 
Upload documents

4 Upload documents

  • Bidders upload required documents before closing date
  • They can only see their own documents due to high-level user permissions
 
Bid evaluation notification

5 Bid evaluation notification

  • Notification is sent to all team members after bid is closed
  • Evaluation can only be done after bid closing date is surpassed
  • It is mandatory for all required members to login at least once together in the system to access documents
 
Bid evaluation process

6 Bid evaluation process

  • First, the technical team evaluates bid
  • They access folders of bidders and download documents
  • Commercial team can login after technical team completes evaluation
  • Owner gives access to commercial team to evaluate
 
Activity logs

7 Activity logs

  • Activity logs are maintained throughout the complete bid life cycle, which can be reviewed by all members associated with the bid except bidders