Review and Award a Bid

Overview

Reviewing and awarding a Bid in SupplierGATEWAY allows procurement teams to evaluate supplier responses, compare submissions against defined criteria, and formally select a winning supplier. This process ensures fairness, transparency, and compliance while supporting data-driven sourcing decisions.

This article explains how internal users review Bid responses and complete the award process within SupplierGATEWAY, including where responses are accessed, how evaluations are performed, and how an award is finalized.

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Prerequisites

Before reviewing and awarding a Bid, the following conditions must be met:

• The Bid has been published and has reached its response deadline.

• At least one supplier has submitted a response.

• The user has permission to review responses and award Bids.

• Evaluation criteria have been defined as part of the Bid setup.

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Access the Bid for Review

1. Log in to SupplierGATEWAY.

2. From the main menu, select the Sourcing or Bid Management application.

3. Navigate to the Bids or Sourcing Events area.

4. Locate the Bid to be reviewed.

5. Select the Bid name to open the event workspace.

The Bid status displays as Closed, Under Review, or Ready for Evaluation.

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Review Supplier Responses

Step 1: View Submitted Responses

1. Navigate to the Responses or Submissions tab within the Bid.

2. Review the list of invited suppliers and their submission status.

3. Select a supplier to view their response details.

Each response displays submitted answers, pricing, attachments, and supporting documentation.

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Step 2: Evaluate Responses

1. Review responses against the defined requirements and questions.

2. Compare pricing, terms, and compliance indicators.

3. Apply scoring or weighting, if enabled.

4. Add internal notes or comments as needed.

Evaluation progress is saved automatically as responses are reviewed.

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Step 3: Clarifications (Optional)

If additional information is required:

1. Select the supplier response.

2. Submit a clarification request or follow-up question.

3. Track supplier replies within the Bid workspace.

Clarifications become part of the Bid audit trail.

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Compare Supplier Submissions

1. Navigate to the Comparison or Evaluation Summary view.

2. Review side-by-side comparisons of supplier responses.

3. Identify top-ranked or compliant suppliers based on scoring and requirements.

4. Confirm alignment with internal sourcing objectives.

Comparison views support informed and consistent award decisions.

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Select and Award the Bid

Step 1: Select the Winning Supplier

1. Select the supplier to be awarded.

2. Confirm pricing, scope, and any negotiated terms.

3. Verify supplier status and eligibility.

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Step 2: Award the Bid

1. Select Award, Select Winner, or Finalize Award.

2. Confirm the award decision.

3. Add award notes or internal justification, if required.

The system updates the Bid status to Awarded.

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Notify Suppliers

After awarding the Bid:

• The awarded supplier receives a system notification.

• Non-awarded suppliers may receive a notification, depending on configuration.

• All communications are logged for audit purposes.

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Outcome

Once a Bid is reviewed and awarded:

• The selected supplier is formally designated as the award recipient.

• Bid records and evaluation data are retained for reporting and compliance.

• The sourcing process can progress to contracting, onboarding, or requisition creation.

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Related Articles

• Initiate a Bid or RFx

• Create a Requisition

• Manage Supplier Records

• Understand Requisitions and Approvals