Awarding a sourcing event

Awarding a sourcing event

Creating an award scenario, sending award notifications

UPDATED 10/03/2016

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

UPDATED 10/03/2016