Special considerations

Buyers must use the Contract Award Notice Webform for all direct awards, excluding direct awards awarded through the Notice of Intent (NOI) process. The Contract Award Notice webform is used for any purchases from a standing arrangement, standing offer or other form of direct selection. Additionally, the Contract Award Notice Webform is used for opportunities that result in multiple contract awards.

Click to enlarge image

1. In the Quick Access menu, click Create a Contract Award or click Sourcing in the main menu, then click Create Contract Award Notice.

Note: The My Contract Award Notices menu is intended to allow Buyers to review and edit the contract award notices that they have created through the Create Contract Award Notice form. It does not show (or allow Buyers to edit) Contract award notices that were created through the Notify & Share menu in an opportunity.

 

Click to enlarge image

2. In the dialog box, select the BC Bid opportunity you have worked on from the dropdown menu, so the system will autofill all fields that pertain to the opportunity (such as description, opportunity ID, etc).
Note: you will only be able to select from the dropdown those opportunities in which you hold at least one of these roles except read-only (responsible, contributor, and/or official contact).

Click to enlarge image

3. Select the opportunity and then click Save.

Click to enlarge image

4. the system will automatically populate all fields associated with the information provided in the opportunity posting. Once this is complete, proceed to complete any remaining mandatory fields, which are indicated by a red asterisk (*):

1. Select the Supplier from the dropdown. If the supplier record does not exist in the system, create the supplier record. See Creating a new supplier.
2. Enter the Supplier Contract Address.
3. Enter the Issuing Location. Issuing Location must be a complete address.
4. Enter the Contract number.
5. Eter the Contract Contact Email.
6. Select the Award Date.
7. Enter the Contract Value.
8. Enter the Justification for Direct Award/Limited Tendering. If awarding multiple contracts from 1 Opportunity, type “Competitive” into the textbox.
9. Click Save.

Click to enlarge image

5. After saving the draft of your contract award notice, the system will highlight its status to remind you it needs to be updated if you wish to publish it now.

1. To publish your Contract Award, click on the Status field,
2. From the dropdown menu, select Awarded.

Click to enlarge image

6. Click Publish. Once you have published it, the status will be updated to awarded

Note: If you are awarding the same opportunity to multiple vendors, you will need to repeat this process for each supplier that is awarded. If you published a contract award by mistake, you will need to contact the BC Bid Helpdesk for assistance.

Click to enlarge image

Navigate back to the Quick Access menu, click Create a Contract Award or click Sourcing in the main menu, then click Create Contract Award Notice.

1. In the Enter Opportunity Title dialog box, type the title or reference number for the procurement not posted to BC Bid.
2. Click outside of the dialog box, and a save button will display at the top. Click Save.   

Click to enlarge image

Once saved, BC Bid will display all mandatory fields that must be completed:   

a. Opportunity Type
b. Opportunity Description
c. Select the Supplier. If the supplier record does not exist in the system, create the supplier record. See Creating a new supplier.
d. Issued By
e. Supplier Contract Address
f. Select at least one commodity from the Commodities dropdown. Click See All to find the commodity that best fits your contract award.
g. Issuing Location. Must be a complete address
h. Contract number
i. Contract Contact Email
j. Award Date
k. Contract Value
l. Justification for Direct Award/Limited Tendering. If awarding multiple contracts from 1 Opportunity, type “Competitive” into the textbox.
3. Click Save

Click to enlarge image

4. To publish your draft, click on the Status field, and select Awarded from the dropdown.
5. Click Publish. BC Bid will save your entry and will update the status of your Contract Award Notice to Awarded.

Click to enlarge image

1. Navigate to Sourcing and then click on My contract award notices.
2. From the list, click on the pencil icon next to the Contract Award you wish to edit
3. The contract award notice page will open. The following fields can be edited:

1. Issuing location
2. Contract Number
3. Contract Contact Email
4. Supplier Arrangement
5. Award Date
6. Contract Value
7. Justification for Direct Award/Limited Tendering
8. Supplier Contract Address
   4. Click Publish to save.

1. Click on Prepare RFx.
2. Click Other Actions.
a. Click Delete RFx.
3. In the dialog box, click OK to confirm deleting the RFx.

Buyers can view the emails sent from BC Bid to a supplier. Suppliers may receive a different number of notifications from one another depending on when they click Start Submissions or other notifications they receive such as e-Bidding confirmation.

1. Click on View RFx Activity.
2. Choose amendment version to view.
3. Click on the number in the Email column.

Note: Suppliers may have received a different number of email depending on when they clicked the Start Submission button.

Note: All notifications will be grouped together in one email for the ease of suppliers use.

4. In the Sent emails dialog box, view a listing of the emails sent to the selected supplier.
5. Click on the subject to view the email.

6. In the Notification Send Sheet dialog box to view the desired information.
a. Send to – the email address the notification was sent to.
b. Date – the date and time the email was sent.
c. Subject – the subject line of the email.
d. Message content – content of the message.