The Focus Bids module integrates into the Purchasing system and allows for the use of customized commodity codes. Vendor maintenance includes the ability to tie vendors to specific commodities and allowing each vendor a direct login to Focus to review, place, and view awarded bids. The bid review and award processes can be pushed directly into the Purchase Request module, after an award has been made.
1. Use Bids and Use Commodity Codes must first be enabled via Setup > Settings > Accounts Payable.
2. The commodity codes and descriptions are created and maintained by the district via Setup > Commodity Codes. This can be especially helpful for assigning the commodity labels to specific vendors, to ensure they are always considered for corresponding bids.
3. Bid types (i.e. quotes, RFP, RFI) that will be used can be designated per profile via Setup > Profiles > Purchasing/Accounts Payable. The Bid Request module allows users to formally and informally post bids and notify vendors.
4. Vendor profiles are managed via Purchasing/Accounts Payable > Vendors/Customers. Vendors can be assigned one or multiple commodity codes. Any awarded bids will also be listed as well. If contact info such as an email address is defined, this information will not need to be re-entered when the bid is created. Vendors assigned with a corresponding commodity code will be invited by default (but can also be removed easily) or manually added from within the request screen.
5. An approval flow for each prospective bid can be setup by the district via Setup > Approval Flow. Once a bid is approved, the user can manually key in bids for vendors or, if configured vendors may login in directly and submit bids. The original bid request is used to establish posting, deadline, question/answer, and anticipated award dates. Submitted bids will also be reviewed and maintained from here.
