Creating an award scenario sending award notifications UPDATED 10032016 BEFORE YOU BEGIN Prior to Creating an Award in SciQuest you must have an Evaluation Workflow in place If youve not yet done this or youre uncertain if you have one please contact ID: 721137
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Slide1
Awarding a sourcing event
Creating an award scenario, sending award notifications
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BEFORE YOU BEGIN…
Prior to Creating an Award in SciQuest, you must have an Evaluation Workflow in place.
If you’ve not yet done this, or you’re uncertain if you have one, please contact:
sciquestadmin@utah.gov
If you do not have an Evaluation Workflow in place, you will not be able to award the sourcing event.
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Creating an award scenario
Find your sourcing eventClick on the name of the event or “Manage Event”
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Creating an award scenario
The system will automatically open up the sourcing event to the “Evaluations”
section
Header Key:
“Progress” = provides a status of vendor’s response
“Response % Complete” = shows vendor’s progress of response in system
“Vendor Name” = shows every vendor who clicked on the ‘Respond Now’ from the UPPP site
“Total Bid” = shows total cost of their bid if the ‘Items’ section was used
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Creating an award scenario
Click on “View Response” button to view each vendor’s response individually.
OR
Click “Evaluation Actions” button to be able to view all vendor’s responses side-by-side
OR
Select the checkbox of the vendor’s responses you’d like see side-by-side, or the top box to select all
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Create an award scenario
Vendor responses will show up side by side, vendor names across the top
Click on the arrows to open up categories of bids or question responses
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Create an award scenario
Click on the arrows to open up categories of bids or question responses
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Create an award scenario
Awarding can be done by LINE ITEM, by ITEM GROUP, or by TOTAL BID
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Create an award scenario
When ready to award, select the check boxes for the correct ITEMS to be awarded and click on “Scenario Award Actions” and award to the correct vendor
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Create an award scenario
After an item/group has been awarded an “Awarded Scenario” column appears along with
Pending Award
beneath the awarded vendor’s name
Check the items that have been awarded by reviewing the vendor name that appears in the Awarded Scenario column to verify correct award
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Create an award scenario
Once award is ready to finalize, click “Save As”
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Create an award scenario
Name the Award Scenario – the Scenario Name is required
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Create an award scenario
Once Scenario Name has been completed the system will return you to the Vendor Response page and now in the “Progress” column you will see the awarded vendor(s) have a
Pending Award
showing
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CREATE AN AWARD SCENARIO
Click “Load Saved Scenario” and select the correctly named scenario
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CREATE AN AWARD SCENARIO
Click “Finalize Award”
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Create an award scenario
Click “Workflow Actions” in the right corner and then “Approve”
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Create an award scenario
The system will also update the public page
Once an award has been finalized, the system will update on the Vendor Response Page
This may take
several minutes
to update, however, the award has been made.
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AWARD APPROVAL PROCESS
Depending on agency approval processes an award may not be finalized until it has gone through the Evaluation Approval Workflow
This is not applicable to all agencies
Agencies must work with SciQuest
SuperAdmins for all workflows
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Award notifcations
Go “Back to Event”
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Award notifications
Select “Tools” in the far left menu and click on “Award Notifications”
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Award Notifications
Click on the “Preview And Send” buttons on the right to see emails that MAY be sent to vendors from the system. Emails may be edited prior to sending.*
Once an email has been sent, the “Status” column will be updated to reflect that
*Emails have been configured based on the Division of Purchasing’s needs. Please ensure agency review is conducted prior to sending emails through the system to ensure necessary statutes and policies are met.
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Award notifications
Award Comments will appear on the sourcing event PDF documents. Vendors who click on the PDF will be able to view comments that are published here.
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Award notifications
To attach any necessary award documents, i.e. justifications, scoresheets, etc. click on Add Attachment button beneath the Public Site Award Attachments
Attachments posted here will be titled by the name of the file.
**Be conscious of file names**
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Award notification
Once the file has been uploaded, click the Edit button and select “Publish” to push it to the public site
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Award Notification
Any award attachments will show up as individual Award Documents under the original Sourcing Event PDF file.
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For questions or more information
Please contact
sciquestadmin@utah.gov
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