Overview
Bid Packages in INGENIOUS.BUILD allows you to manage the entire RFP process, including sending bid clarifications, requesting revisions, and performing other essential actions to ensure smooth collaboration with your bidders.
Prerequisites
Before using this feature, you must create a Bid Package.
Process
1. Sending Bid Clarifications
Use the Messages feature in the bottom-right corner to communicate with bidders individually or send a Bid Clarification to all parties.
The Messages panel opens from a button in the bottom-right corner of the bid package, letting you choose an individual bidder to message or send a Bid Clarification broadcast to everyone at once.
Bidders receive in-app notifications for all clarifications.
These arrive as a notification badge in the bidder's workspace linking directly to the clarification message.
Note: If proposals are already submitted, use the Request Revision feature instead of Bid Clarifications to ensure bidders update their proposals accordingly.
2. Requesting Revisions
When a Proposal Has Been Submitted
Select the items needing revision via checkboxes on the bidder's bid card to the left of each bid form line's value.
Provide a reason for the revision and specify if it applies to all bidders or just the selected one.
Bidders receive an email and in-app notification.
The notification identifies which line items need revision and includes the reason you provided.
When Additional Information is Required
Edit the Bid Package to add new Quoted Items (QIs) or Q&A.
Click Request Revision to notify bidders via email and in-app notification.
For bidders who haven’t submitted proposals, the new items will appear in their workspace.
The new Quoted Items or Q&A entries are added directly into the bidder's existing bid form, appearing alongside the original items so they can respond to everything in one place.
Adding New Files
Upload files to the References section to notify bidders of their availability.
3. Other Actions
Changing the Bid Due Date
Modify the due date to allow more time for submissions. Bidders will be notified via email and in-app notifications.
Hiding a Bid Card
Click the three dots on the bid card and select Hide Card. Ensure the Show Hidden toggle is off to keep the card hidden.
The three-dot menu sits in the corner of each bid card and lists Hide Card as one of its options; a separate Show Hidden toggle above the bid card list controls whether hidden cards are displayed.
Rescind, Reject, or Disqualify Bids
Rescind Invitation: Remove bidders before receiving a proposal. Bidders are notified and cannot submit a proposal.
Reject: Exclude bidders after submission for internal purposes (no bidder notification). You can undo a rejection.
Disqualify: Remove bidders permanently with a reason. The bidder is notified, and their bid card is hidden.
Bid Packages in INGENIOUS.BUILD provides powerful tools to manage the RFP process, ensuring clear communication and seamless bidder collaboration.