To learn more about using this functionality in future solicitations, see how to set up a solicitation.
In this article:
Advertise solicitation
Once your solicitation is complete, it's ready to advertise. You can set the solicitation to automatically advertise, or you can do it manually.
Unless otherwise noted, the actions you take for a solicitation can also be taken for a request for proposal (RFP).
You can use the Bid Express service on a mobile device, but not the Sign Tool. You can't advertise a solicitation that uses Digital IDs on a mobile device.
Things to know
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If your solicitation requires a Digital ID, you must have an active Digital ID in order to advertise it.
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If you create a new Digital ID while there are open solicitations, you must update the advertisements in order to be able to open bids.
- If the closing time of the solicitation isn't right, it's possible you or a member of your owner-agency didn't set the time zone when registering for the Bid Express account.
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Vendors who receive notifications from your owner-agency or those who added NIGP codes used in your solicitation will receive an email notification that you advertised a solicitation.
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If you change any information after the solicitation is advertised, you must issue an addendum. This includes any changes to the deadline date.
- After a solicitation is advertised, you can't change it to a restricted solicitation.
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An advertised solicitation can be withdrawn and advertised again.
- You cannot advertise a solicitation without at least one valid location designation.
Advertise the solicitation
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With the solicitation open, click Advertise. The Bid Express service opens the Advertisement Notes window.
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Enter any notes on the advertisement and click Advertise.
Once the solicitation is available to vendors, the solicitation status changes to Advertised. The bid count in the status will update when a vendor submits a bid.
Update solicitation and issue addendum
After a solicitation has been advertised, any changes to the solicitation require an addendum. You can see how many bids will be affected by the bid count in the status.
The Bid Express service will notify you when an addendum is needed by changing the status on the opening Solicitations tab and posting a warning at the top of the solicitation on the details page.
Change the solicitation
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With your solicitation open, click Edit for the component you need to edit.
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Make the changes. The deadline for the Q & A component date cannot extend beyond the solicitation deadline. If you make the solicitation deadline earlier than the current deadline, you may have to also change the Q & A deadline.
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Click Save.
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Make any other changes as necessary.
- Click Save.
Issue addendum
The Bid Express service displays a message if the solicitation has changed but not been updated for the vendor.
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After changes have been made, click Update Advertisement on your open solicitation. The Bid Express service opens the Update Advertisement window.
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Enter the update information. The vendor will see this information as Notes at the top of the solicitation and notes will be included in the solicitation history. If you're planning on alerting all plan holders of the change, copy the information to use in the notification after the addendum is issued.
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Click Update.
When you update a solicitation, an email notification is sent to any vendor who had selected your solicitation for bidding. The update information is added to the solicitation history.
Withdraw solicitation
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The owner-agency doesn't have to withdraw the solicitation to make a change. Instead, make the change and issue an addendum.
- You can repost withdrawn solicitations.
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When you withdraw a solicitation, an email is sent to any vendor who selected your solicitation for bidding.
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The plan holders list and submitted bids are deleted when a solicitation is withdrawn.
Withdraw a solicitation
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With your solicitation open, click Withdraw Advertisement.
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Enter any notes about the withdrawal and click Withdraw.