Bid Publication and Invitation
Once you have completed Stages 1 (Pre-Qualified Vendor Pool publishing, receiving vendor applications) and 1.5 (vendor profile building) you will be ready for Stage 2: Invitation to Bid. The stage consists of an RFB solicitation (or similar), vendor invitation, and RFB evaluation.
Stage 2 is dependent upon having the following:
- Configuration of a Request for Bid (RFB) project (or similar) in Document Builder
- Configuration of Form Fields and Evaluation Criteria for your RFB project in Evaluation Builder
- A Workflow set up with Document Builder stage, Publication stage, and Evaluation Stages (as many your RFB process requires)
Please confer with your Team's Administrators and/or Authorium's Support team if you are not sure whether you have a finalized RFB project, or need assistance configuring one.
Publishing your RFB
When you have finalized configuration of your RFB Document with Form Fields and Evaluation Criteria, create a Project in respect of it; or access the already-created Project should your Administrators already have one generated. Navigate to the Publication Stage > Publish substage, and fill out the required fields for publishing your RFB project:
Invite Only
When you reach the Publication Options section, select the By invite only option. This option delivers your published project link directly to the vendor list you specify, the links they receive will only work for their access and submission.
Click the Add Vendors button to draw up the Vendor page.
Leverage the first 3 fields for filtering the vendor list to meet the requirements of your RFB. The example above filters for regions of service, license compliance, and service qualification (these fields may differ based on your configuration of your vendor profiles). You may also search and pare down results by vendor names and profile content in the final field furthest right. When your list is sufficiently filtered for the scope of your RFB, click the Add All Vendors button in the upper right.
You will receive a confirmation banner indicating Vendors were added correctly, and then select Return to project to return to your RFB project’s publication stage.
The selected vendors will appear with Invite Pending status.
Email Template and Transmission
To finalize the invitations, you will need to confirm the email template to be sent to the selected vendors. Select the Preview Email Template option to proceed,
This will draw up a modal that provides you email customization options. The Placeholder text in the left hand column can be copy/pasted into the body of the email beneath (as shown) to leverage dynamic text that will help personalize the individual emails to your vendor contacts.
When your message is complete, select the Send Emails Now button in the lower left. On the following page, finalize your email transmission by clicking the Invite Vendors button.
The status will update thereafter from Invite Pending to Invite Sent
If you should need to add more vendors during the course of your RFB's bidding window, you can return to the page shown in the last image and leverage the Add Vendors button to send additional invitations. As Vendors commence applying to your RFB you'll begin seeing your list of "Received Applications" begin to grow with partially complete and completed applicants.
When Vendors complete their application to your RFB project (indicated by a green check mark next to their vendor name), they will then become eligible for Evaluation assignments to your department staff.
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