Overview
You can manage the full RFP process in INGENIOUS using Bid Packages. Keep reading to learn about how to send bid clarifications, request revisions from your bidders, and more.
Pre-requisites
Create a Bid Package first to utilize the features described in this article.
Process
Sending Bid Clarifications
Use the Messages feature in the bottom right corner to communicate with your bidders. Your bidders will also have the Messages feature in their workspace, and can use it to receive messages from you, or send questions to you.
Within Messages, you can communicate with a bidder individually or send a Bid Clarification to all parties.
When you send a Bid Clarification, the bidders will receive an in-app notification.
Note: If a proposal has already been received, use the Request Revision feature described below to communicate the new information to the bidder and request an updated proposal accordingly. Sending Bid Clarification to All Parties is meant for when proposals have not yet been received.
Requesting Revisions
When a bidder has submitted a proposal
If you have received a proposal that requires a revision, use the checkboxes on the bidder's bid card to select the items that require revision.
Provide a reason for requesting the revision and choose if this request should go to all bidders or only the bidder you selected.
The bidder will receive an email and in-app notification.
When you need to provide additional information
If you have already sent the Bid Package and you need to add additional Quoted Items or Q&A, click Edit Bid Package and navigate to the applicable tab.
Add the new QI or Q&A. You will see a banner at the top of the screen prompting you to Request Revision.
If the bidder has already submitted their proposal, they will receive an email and in-app notification that a revision has been requested.
If the bidder has not submitted their proposal, the new items will be available in their workspace for their review while they prepare and submit the proposal.
You can also add new files to the References section. The bidders will receive an email and an in-app notification that new files are available.
Other Actions
Changing the Bid Due Date
Bidders will not be able to submit a bid after the bid due date has passed. If you change the bid due date, bidders will receive an email and in-app notification.
Hiding a Bid Card
To Hide a bid card, click the 3 dots on the bid card and select Hide card. Make sure the "Show Hidden" toggle is turned off for the bid card to be hidden.
Rescind, Reject, Disqualify
Before a proposal has been received, you can rescind the invitation to bid by clicking the Rescind Invitation button on the bottom of the bid card. The bidder will be notified and they will not be able to submit a proposal.
After a proposal has been received, remove the bidder from the process if necessary by clicking the three dots on the bid card and choosing Disqualify or Reject.
Reject is for internal use and does not notify the bidder. You can undo the Rejection.
Disqualify Bidder requires a reason for disqualification. The bidder will be notified and will be removed from the bidding process. Their bid card will be hidden.