Entering Bids on a Sourcing Event on Behalf of a Bidder/Supplier


Purpose: This document serves as a guide to assist City Users with entering bids on a Sourcing Event on behalf of a Bidder/Supplier. This job aid will describe the basic requirements of this process and is not intended to cover every possibility that could emerge in the Sourcing Event process.

Although all Bidders/Suppliers should log into our system to place their bids, Sourcing Event Administrators do have the ability to enter in bids for certain Bidders/Suppliers. This should only be done under extenuating circumstances as it can open you and your department to the risk that you incorrectly enter a bid or that a Bidder/Supplier uses your entry of a bid as a reason to file a bid protest. 

Please note that you should NOT enter a bid into our PeopleSoft system on a Bid Advertisement as these postings by definition are only listed in our system for advertisement purposes with any interested Bidders/Suppliers needing to go to a different website/system to actually place their bids.

The requirements for you to be able to enter a bid on a Sourcing Event on behalf of a Bidder/Supplier are as follows:

    • The Sourcing Event must have already started (and be Approved/Posted).
    • For Private Events, the Bidder/Supplier for whom you want to enter a bid must have already been invited to your Sourcing Event. 
    • For Public Events, the Bidder/Supplier for whom you want to enter a bid must have already clicked the Accept Invitation button for your Sourcing Event. 
    • The status of your Sourcing Event cannot have moved forward to Pending Award. This occurs if you click Save on the Analyze Events page.
    • After the event End Date has passed, bids can still be entered internally and internally only. 


1. To enter a bid on behalf of a Bidder/Supplier, log into PeopleSoft, choose the Procurement homepage, and click on the Sourcing icon.



2. Next, open up the Manage Bids section and click on Create Bidder Response to bring you to the Create Events page. 

* You can alternatively get to this page by using the NavBar to navigate to Sourcing > Event Responses > Create Bidder Responses



3. Enter your Sourcing Event ID number into the Event ID field and click Search. The system will now list every Bidder/Supplier for whom you can enter a bid on your Sourcing Event. Click on the hyperlinked Event ID for the Bidder/Supplier for whom you want to enter a bid.



4. On the page shown below, click the Enter a New Bid button.



5. Click Yes to the pop-up page asking if you want to default the bid quantity for each line.



6. You will then be taken to the Event Details page for your Sourcing Event. Enter an answer for each Header Level Bid Factor question and enter a bid for each Line Item. If there are Line Item Bid Factor questions, you will need to click the Bid hyperlink for that Line Item to answer those questions. Click the Submit Bid button. Full job aids explaining how to fill in a bid on a Sourcing Event can be found here. 



7. After you have completed filling in your bid, click the Submit Bid button. You will then be taken to the Bid Confirmation page. Review the data on this screen and click the OK button.