Award a Bid and Convert it to a Subcontract or Purchase Order

Objective

To select the winning bid and convert it into a new subcontract or purchase order.

Background

When you select a bid to award, you have the option to convert it to a subcontract or purchase order. After the conversion, you can also send the contract by email to the vendor who was awarded the scope of work.

If you don't want to create a contract yet, you can also "soft award" a bid. See Soft Award a Bid.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Bidding tool.
    AND
  • 'Admin' level permissions on the project's Commitments tool.
• For companies using the  ERP Integrations tool: Show/Hide  
  • The Convert to Contract and Convert to Contract buttons are supported.
  • Important! To sync data with your integrated ERP system, you must set the cost code cost type (see Which integrated ERP systems support the 'Cost Type' concept?) on the contracts as follows: 
    • Integration by Procore. Use the default cost code cost type set up for Viewpoint® Spectrum® during the implementation process. 
    • Integration by Ryvit. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for Viewpoint® Vista™. 
    • QuickBooks® Desktop. The cost type for subcontracts should always be set to Other 'O'. 
    • QuickBooks® Online. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the contract.
    • Sage 100 Contractor®. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the contract
    • Sage 300 CRE®. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the contract.
    • Xero™. Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for the contract.

Prerequisites

• The Commitments tool needs to be turned on enabled in order to convert winning bids.
• At least one (1) bid must be submitted from an invited bidder. 

Steps

1. Navigate to the project's Bidding tool.
2. Click View on the bid package you want to award a bid for.
3. Click the caret icon next to the relevant bid form to show the information.
4. In the Bidders column, click the name of the company you want to select as the winning bid.
   Note: Alternatively, you can hover over the company name in the table view and click the vertical ellipsis icon.
   
5. Click the Award Bidder menu and select Convert to Purchase Order or Convert to Subcontract.
6. Click Award and Convert to confirm the action.
   Note: After the bid is successfully converted, the project's Commitments tool opens to the General tab of the new contract. The appropriate information from the winning bid is automatically copied over to the new contract.
7. In the 'General' tab of the contract, click the Schedule of Values tab. To learn more, see Schedule of Values.
8. To notify the company about the winning bid:
   1. Click Email Contract.
   2. In the Emails tab, complete the following information:
      • To: Select the names of the recipients.
      • CC: Select the names of the people who should be copied on the email.
      • Private: Mark the checkbox if you only want the recipients and users with 'Admin' level permission to the Commitments tool to see the email. This is the default setting. 
      • Attachments: Add one or more files to the email message. If appropriate, it is recommended that you add your company's official contract form as an attachment.
      • Message: Type the body of your email message. It is recommended to provide clear instructions to your recipients (i.e., subcontractors) with regards to how contracts and documents must be signed. Your message should also include a reminder to return the signed contract, which can conveniently be added as an attachment in their email response.
        Note: The email message will automatically include the contract details.
   3. When you are ready to email the contract, click Send.
      The system sends the contract to the designated recipients. 

See Also

• Commitments
• Soft Award a Bid
• Level Bids for a Bid Form