Awarding the Job

When a Bid has been authorized by the Account Officer, the row will change to orange   

Task Status - RFP (Authorized)

To make an Award, click on the Award button next to the desired Vendor. 

The Award Information page will open, pre-populated with the Fee, Delivery Date and Award Comments. It will also list any Vendor Reference documents, which can be attached to provide additional information for the Vendor.

Make any desired edits, then click the Award Bid button. Note that any of the Award fields can still be edited at this point in the process.

The Engagement Letter Templates window will open if there is more than one Engagement Letter Template. Select the desired template from the list and then click Select. Note that not all Job types have an Engagement Letter Template.

Task Status - Contract Pending

A notification will confirm that the Award has been made. The Vendor will receive an email notifying them of the Award.

Task Status - Contracted (once the Vendor has accepted the reward)

An Award can also be made to a Vendor who has not made a Bid, either to a Vendor on the recipient list, or one not in the list. Click on the Direct Award button in a Vendor’s row to award that Vendor. Note that the Direct Award link is only available if the Vendor has not submitted a Bid.

Fill out the relevant information, then click Direct Award.

If any required information is missing, a notification will pop up. Additionally, the Delivery Date field is validated, so if the delivery is before the contract date, a notification will pop up and require that the date be adjusted.

A version of this screen can also be reached by clicking on the Direct Award button in the menu bar above.

The screen will appear identical to the Direct Award screen above, with the addition of a Recipient Information section at the bottom.

Click the Select/Edit Recipients button, which will open the RFP Recipients screen.

Conduct a search, and then select the Vendor to send the Direct Award to by clicking on the checkbox next to that Vendor’s name. Click the Select button in the lower right-hand corner of the screen.

The RFP Manager screen will open again. The Recipient Information section will now be populated with the data of the chosen Vendor.

Click Direct Award. If all the required information has been entered, a list of Engagement Letter templates will appear; click on the desired template and then click Select.

Regardless of the method used to make the Award, the Vendor will receive a notice that the Award has been made. The Vendors who did not receive the Award will be notified, as well.

Upon logging in to RIMSCentral, the Vendor who received the Award will have a new entry under the Awards tab. This will be marked with the status "New." Click on View to see details of the Award.