Bid Authorization Process

Purpose

This documentation describes how to send bids to the requester for authorization.  

Audience

Job Manager, Lender Manager, Content Administrator, Lender Executive.

Send Bids for Authorization

Once bids have been received from one or more Vendors, those bids can be sent to the requester for authorization. When a bid is received, you will receive an email notification. To view bids, click Report Status.

On the Report Status page, click Actions for the Service whose bids you wish to view. Then click View RFP Details.

When the View Bids modal opens, scroll down to view the bids received.

To send bids to the requester (typically Account Officer or Lender User) for approval, click Email Bid Summary.

The Email Bid Summary modal will open.

1. Select recipient(s).

2. Optionally, add additional recipients by entering their email address(es).

3. Select which bids to send by checking/unchecking the boxes. In the example above, three bids have been received from two Vendors; the primary bid from each Vendor will be included, but the rush bid is unchecked and will therefore not be included in the Bid Summary email.

4. Check/uncheck boxes to choose which fees to include in the email.

5. Optionally, enter a message for the recipient(s).

6. Click Send Request to send the Bid Summary email.

The requester(s) will receive an email listing the bids you have chosen to include. The Vendor's name will be hidden, but the requester(s) will see all other relevant information, such as bid, fees, and turnaround time. They will be able to authorize a bid or select that none are acceptable.

When the requester has authorized a bid, the Status of the Service will change from Out to Bid to Bid Authorized.

Click on the Report Status tab.

On the Report Status page, click Actions and then View RFP Details.

The authorized bid is highlighted green. Click Select Bid to select the bid.

In the example above, the Primary Bid for the Harry Truman Vendor has been authorized. The Rush Bid has not been authorized.

1. Verify the Awarded Fee and Final Report Due Date

2. Click Change Letter and select an Engagement Letter from the drop-down menu.

3. Verify the Award Confirmation Deadline.

4. Optionally, enter Comments for the Vendor.

5. Click Award RFP to make the award.