Sometimes, we may need to communicate via email with notified vendors, prospective bidders, and bidders. There are four ways to do this within Bid Management.
The first option is to send to the agency’s notified vendors from within the bid in the Bid Information tab under Vendor Notifications:
Click Send Email:
A box will pop up where you will fill in the required Subject and Message body. You can also add files by dragging and dropping or browsing your computer:
Once you have finished, click Send:
Note: this email is publicly available for viewing on the Addenda and Email tab.
The second option is in the Prospective Bidders tab under Send Email:
This will bring up 2-4 options (depending on the bid stage and whether there is a pre-bid meeting or not):
The first email button lets you send a customized email to prospective bidders. The second email button sends a reminder email about the pre-bid meeting. The third email button reminds prospective bidders when the bid closes, and agencies can add to this message.
After the bidding has closed, a fourth email button will be available to send a non-participation survey to ask vendors in bidder status but did not submit to tell the agency why:
Note: The answers to this survey can be found in the Prospective Bidders tab, Non-Bidder Status Report. The Bid Closing Reminder Email and the Non-Participation Survey can also be configured to automatically send in the Admin settings for Bid Management. *If you are accepting paper bids, do not turn on this setting*
The third option is from the Bid Results tab under Send Email:
From here, you can select individual vendors or select all vendors:
Note: If you select individual vendors to email, that email will be private. It will be public if you select all to send to all Bidders. You can check this in the To: field. It is public if that field says “Bidders” instead of individual emails.
Once you have filled out the Subject and Message body, click Send:
The final area to send emails from Bid Management is in the Awards tab:
When you are editing your bid, select Display Awards on Public Site and ensure that the Award Status is either Award Pending or Awarded:
Click Save Bid:
A box will pop up prompting you to send a public Bid Award Notice email to all bidders:
You can add an optional additional message or attach files to this email. Click Save to send:
If you choose Don’t Send, you will be prompted to send this email whenever you make additional changes to your bid. Once you have sent the email, these prompts will stop.