This guide will help you with the awarding process in Negometrix. When all the suppliers have submitted an offer, the evaluators can evaluate the submitted offers in Negometrix. Once all the offers have been evaluated you can enter the award phase. In this phase you determine the communication that is released regarding who has won the contract and who has not.
Step 1: Login
Log-in with your username and password
Step 2: Choose the right solicitation
When you have logged in, you can click on the button “Solicitations” in the main menu on the right side of your screen. Here you see an overview of all the solicitations that you are participating in.
Step 3: The “Awarding communication” tab
At the end of the evaluation phase, as the lead buyer you are required to select a supplier who will be awarded the contract. Go to the tab “Compare & Select” to view all the evaluated suppliers with their ranking. In this tab you can select the supplier that is awarded the contract and allow this supplier to the awarding phase. When the awarding phase starts two more tabs will be visible in the top of your screen called “Awarding communication” and “Solicitation Summary”.
If you click on the tab “Awarding Communication”, A new page appears where you can find a yellow text box with the following message: “Awarding communication is visible when the solicitation is in verification phase or award phase.” The results are normally not visible in this phase.
You can make them visible by clicking on the button “Make Visible” at the end of the yellow text box.
Under the yellow text box, you see the tab “Visibility Settings”. In this page you can decide which information of the solicitation you want to share with the supplier, participants, and other users in the Negometrix system. The system creates a report for you, which you can adjust by clicking on the button “Edit”. After finalizing your settings, you can click on the button “Save”.
Step 4: Preview & Communication
Next to the tab "Visibility Settings" you see the tab “Preview & Communication”. When you open this tab, a list with all the suppliers will appear. Through the button “Preview as supplier”, you are able to see what the supplier will see on the visibility settings screen. When the awarding communication is set, you can send the suppliers a message with the preliminary award or final award.
Step 5: Preliminary awarding
On the right side of the screen, you can click on the button “Select all” to select all the suppliers at once. Next you can click on the button “Preliminary awarding” below in your screen. If you clicked the button “Preliminary awarding”, a preview of the messages that are sent to the suppliers will appear on your screen. The message will be a standard template stating whether the supplier has been awarded or not.
At the bottom of the pop-up screen in the example below you see that there are two messages because there are two suppliers selected.
By clicking on the button “Next” you can see what’s in the message for the other supplier(s).
When you click on the button “Send”, the message will be sent to both suppliers. This message will be sent through Negometrix. The supplier will receive a notification in through their personal e-mail. This notification refers to the message which is ready in “My Messages” in the main menu of Negometrix.
Step 6: The “Solicitation Summary” tab
The tab “Solicitation Summary” contains information from the solicitation such as, filled pricing sheets, planning, evaluation etc. At the bottom of the page, on the right side, you see the button “Add comment or document”. This button allows you to add comments to complete the information for your own archive. It is also possible to export a zip-export from this tab.
When all the information in the solicitation summary is complete, you can make a printout. On the left side at the bottom of the screen you see the button “Make a zip export from the solicitation”. This way you can save all the information of the solicitation on your hard drive or in the archive system of your company. You can select which elements of the solicitation you wish to be included in the export.