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Bid management enhancements

Prism's new multi-property bid management feature simplifies your workflow and provides valuable insights. Easily compare vendor offerings, track costs across properties, and make informed decisions—all in one place.

Upgrades include:

Service-specific exclusions: Easily identify which specific services a vendor can't provide for each property.

Vendor bid submission: Vendors can quickly submit bids per property, with options to include/exclude properties and a convenient "select all" feature.

Bid review and property selection: Prism's bid review page offers two powerful views for comprehensive analysis:

  • "View by Vendor" tab: Quickly assess each vendor's bid, including total properties covered and overall cost.
  • "View by Property" tab: Compare bids from all vendors for each individual property.

Property awarding and filtering: Easily select properties to award to vendors. Prism's matrix grid offers filters to focus on specific vendors, properties, and property groups for easier comparison. You can save your progress and continue selections in multiple sessions.

Multi-vendor awarding and contract management: Prism allows awarding to multiple vendors based on their bids. You can select different vendors for different properties as needed. The system enables assigning vendor-specific contracts. This streamlines the management of contracts associated with winning bids.

Exportable vendor matrix grid: Prism's vendor matrix grid can be exported to Excel. This feature allows for additional analysis, reporting, and calculations. Use the exported bid data to meet your specific needs and requirements.

Matrix of Properties by vendor: Compare vendor coverage and costs across all properties at a glance.

(Property selection matrix - vendor view)

(Property selection matrix - property view)

Reopen vendor submitted bids

Reopen bids in "Open," "Past Due," or "Pending Award" status and reset them to draft. This allows Bid Users to edit or add to existing bids without re-entering data. When a bid is reset, vendor reply statuses are cleared, prompting vendors to respond to the updated bid.

New unique ID and classification fields for bids

A new public unique Bid ID is generated for easy identification of bid tasks across Bid Management, Projects, and other Prism modules. A new required field in bid details allows Bid Users to classify each bid as either CAPEX or OPEX, improving accountability and reporting.

Enhanced vendor email visibility on bid requests

When inviting specific vendors to a bid request, you can now see the email address associated with each vendor's company record.

While selecting vendors, you'll see the email address listed on their company record. If a vendor doesn't have an email address on file, you'll receive an alert saying "No Email Address Available," and you won't be able to choose that vendor until it's updated.

Suspend vendors

Easily manage vendor suspension on a property-by-property basis with these features:

  • Identify Suspended Vendors: A new "Suspended" column in the My Companies area helps you easily find suspended vendors.
  • Record Suspension Reasons: Provide and record reasons for suspensions for future reference.

Suspension process:

  1. Access Options: Use the "Actions" menu to suspend a vendor.
  2. Select Properties: Choose specific properties or apply suspensions in bulk.
  3. Provide a Reason: A reason for suspension is mandatory.
  4. Notify Vendor: The vendor's primary contact is informed via email.

Impact on tasks:

  • Visibility: Suspended vendors are clearly marked during work order assignments.
  • Warnings: Users are alerted when attempting to assign tasks to suspended vendors.
  • Existing Orders: Current work orders remain, but suspended vendors can't work on them.

Vendor Experience:

  • Notification: Suspended vendors receive a banner notification about their suspension status.
  • Work Restrictions: They can't create new work orders for properties where they are suspended, but can continue working on properties where they are not suspended.

Reinstatement Process

  • Simple Reinstatement: Reinstate vendors easily through the same interface.
  • Property Selection: Choose to reinstate vendors for specific properties or all at once.
  • Optional Note: Add an optional reason for reinstatement if desired.

Visibility and Filtering

  • Clear Status: Vendor suspension status is visible throughout the system.
  • Filter Options: Use new filters to view only suspended or non-suspended vendors.

Note: This functionality offers property managers more precise control over vendor management, allowing them to address compliance issues or performance concerns on a property-specific level while still maintaining relationships with vendors across other properties.

Watch this video to learn how to manage vendor suspensions in Prism.