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ProcurementBid Management

Bid Management

Once bids are received, TrueGrade’s bid comparison view lets you evaluate responses side by side, annotate differences, and award the subcontract — all with a documented decision trail.

Bid Comparison View

Navigate to a closed RFQ and open the Bid Comparison tab. The view displays:

  • Each bidder as a column
  • Each RFQ line item as a row
  • Unit prices and extended totals per bidder
  • Total bid at the bottom of each column

Cells are color-coded: the lowest price for each line item is highlighted green. This surfaces not just which bidder is cheapest overall, but where individual vendors are competitive or high.

Evaluating Bids

Beyond price, capture qualitative scoring:

  • Completeness — did the vendor price all line items?
  • Alternates — did they offer alternates that should be considered?
  • Qualifications — did they take exception to any scope items?
  • References — note experience with similar projects
  • Compliance — is their insurance current in TrueGrade?

Each bid can receive a written evaluation note visible to the project team.

Bids with missing line items are flagged automatically. An incomplete bid cannot be marked as a finalist without an override note.

Leveling

If bidders have priced different scope items (scope gaps or overlaps), use bid leveling to adjust the comparison:

  1. Add a leveling adjustment line item to a bid (positive or negative)
  2. Enter the adjustment amount and explanation
  3. The leveled total replaces the raw total in the comparison

Adjustments are tracked separately from submitted bid prices and are visible only to your team.

Award Workflow

Only users with Project Manager role or higher can award a bid.

  1. Mark your selected bidder as Awarded
  2. Enter an award note (required — document your rationale)
  3. Notify the awarded vendor — TrueGrade sends an award notification email
  4. Notify unsuccessful bidders — TrueGrade sends decline notifications (optional)

After award, the RFQ is locked in Awarded status. The awarded bid amount can be used to create the subcontract (see Pay Applications).

Bid Tabulation Export

Export the bid comparison as a PDF or Excel file. The tabulation is commonly included in project-owner review packages or kept for audit purposes. It includes:

  • All bidder names and totals
  • Line-item breakdown
  • Leveling adjustments
  • Award decision and rationale note
  • Bid submission timestamps
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