Request for Bid Business Process

Use the Request for Bid business process to prepare, invite, and award a bid for a Contract. It differs from most other business processes as it allows vendors who are not licensed users in the system to participate in the process. (The vendors participate in the bidding process through a bidder portal to which they receive invitations that include access information.) After bidding has closed, a winning bid is selected, and a Contract is created with that Vendor.

This version differs from the Request for Bid Unsealed business process because bids cannot be viewed until the bidding has closed.

Special Behaviors

For more information about using this business process (BP), such as using private bidding or comparing bids, see Request for Bid (RFB) Business Processes in the Unifier Essentials Business Processes Reference Guide.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Bid_Awarded

terminal status

Bid_Canceled

terminal status

Bid_Rejected

terminal status

Bid_In_Progress

non-terminal status

Bid_Preparation

non-terminal status

Bid_Review

non-terminal status

Workflow

The default workflow for the Request for Bid business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Request for Bid business process might create the following business processes: Contract

The Request for Bid business process might be created by the following business processes: Not applicable

Creating a Request for Bid Record

Create a Request for Bid record by navigating to Commitments / Request for Bid on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Request for Bid task that has been assigned to you from the Tasks log.

Complete the Request for Bid form and attach related documents. After completing the Request for Bid form, select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Commitments, and then select Request for Bid.
  3. On the Request for Bid page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Request for Bid.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Request for Bid but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Request for Bid Information Form

Key Information

Key information specific to the bid

Field Name

Access

Description

Title

Required

Enter a title.

Override Options Permitted

Editable

Indicates whether the bidder can change the Quantity or Unit of Measure, or both.

Bid Number

Editable

Bid Number

Require Bid Attachments

Editable

To require bidders to add attachments, select this option.

Bid Package Revision Number

Editable

Revision number of the bid package

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Request for Bid Dates

Key dates on the bid process

Field Name

Access

Description

RFB Due Date

Editable

Date until which the bidder can submit its proposal

Order Delivery Date

Editable

Date for the vendor to deliver the required materials or services

Question Cut Off Date

Editable

Date limit for the bidders to submit questions

Bid Priority

Editable

Priority of the bid

Estimate Cost Summary

Field Name

Access

Description

Total Estimated Cost

Read-only

Displays the current estimated cost of the bid.

Bid Sponsor

Information related to the bid sponsor

Field Name

Access

Description

Bid Sponsor

Editable

Bid sponsor name

Sponsor Phone

Editable

Bid sponsor phone

Sponsor Email

Editable

Bid sponsor email

Project Location

Location where the project will occur

Field Name

Access

Description

Address

Editable

The location of the building, including the street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact name.

State/Province

Editable

The state or province of the building

City

Editable

The city where the building is located

State/Province - Other

Editable

If you are selecting a country without defined states, provinces, or regions, use this field to provide additional information.

Country

Editable

The country where the building is located

Zip/Postal Code

Editable

Enter the ZIP or postal code of the building.

Bid Scope

Bid scope that the bidders will need to respond to the bid

Field Name

Access

Description

Bid Scope

Editable

Scope of the bid

Instructions

Instructions to the bidder to complete the bid proposal

Field Name

Access

Description

Bidder Instructions

Editable

Additional instructions for the bidder to create and submit its proposal

Vendor Requirements

Qualifications and additional bid details that the bidders will need to respond to the bid

Field Name

Access

Description

Qualifications

Editable

Required qualifications for this bid

Certifications

Editable

Certification requirements for this bid

Insurance Coverage

Editable

Insurance coverage requirements for this bid

Bid Meeting Details

Information about where the bid meeting will be held, if required

Field Name

Access

Description

Location

Editable

Address where an in-person meeting will be held

Date and Time

Editable

Date and time of the meeting

Dial-In Instructions

Editable

Instructions for vendors who must attend virtually instead of physically

Record Information

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Additional Information

The Request for Bid Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

RFB Date Picker UDF 1

Disabled

Reserved for future use by your organization

RFB Date Picker UDF 2

Disabled

Reserved for future use by your organization

RFB Decimal UDF 1

Disabled

Reserved for future use by your organization

RFB Decimal UDF 2

Disabled

Reserved for future use by your organization

RFB Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

RFB Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

RFB Currency Amount UDF 1

Disabled

Reserved for future use by your organization

RFB Currency Amount UDF 2

Disabled

Reserved for future use by your organization

RFB Picker UDF 1

Disabled

Reserved for future use by your organization

RFB Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Request for Bid Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

RFB Text 255 UDF 1

Disabled

Reserved for future use by your organization

RFB Text 255 UDF 2

Disabled

Reserved for future use by your organization

RFB Text 255 UDF 3

Disabled

Reserved for future use by your organization

RFB Text 255 UDF 4

Disabled

Reserved for future use by your organization

RFB Long Text UDF 1

Disabled

Reserved for future use by your organization

RFB Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this Request for Bid is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Consolidating Line Items

Forecast line items can be consolidated from the following business processes:

Completing the Bid Items tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Override Options Permitted

Editable

Indicates whether the bidder can change the Quantity or Unit of Measure, or both.

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts.

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

Amount of this line item

Completing the Bid Items tab

General

Field Name

Access

Description

Requester Short Description

Read-Only

Requester short description

Bidder Short Description

Editable

A short description for this line item

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Override Options Permitted

Read-Only

Indicates whether the bidder can change the Quantity or Unit of Measure, or both.

Estimated Quantity

Read-Only

Estimated quantity

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts.

Item Unit Cost

Required

Enter the item unit cost.

Amount

Read-Only

Amount of this line item

Completing the Winning Bid tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Cost Line Item Type

Editable

Enter the cost line item type.

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

Amount of this line item



Last Published Monday, April 14, 2025