Changing a Bid Advertisement or Sourcing Event
Purpose: This document serves as a guide to assist City Users with changing (creating a New Version of) Bid Advertisements and Sourcing Events. This job aid will describe the basic requirements of this process and is not intended to cover every possibility that could emerge in the Bid Advertisement/Sourcing Event process.
In order to make any changes to your Bid Advertisement/Sourcing Event, you will need to create a new version of it in our system. You can only create a new version after your Bid Advertisement/Sourcing Event has been posted (but before its status has moved forward to Pending Award, which occurs if you click Save on the Analyze Events page). While you are in the process of creating a new version, your old posting will remain on the SF City Partner website.
When the new version of your Bid Advertisement/Sourcing Event is posted, it will then replace the prior posting of your event on the SF City Partner website. Any invited Bidders/Suppliers (as well as any Bidders/Suppliers that have clicked the Accept Invitation button for your event) will be notified that a new version of your Bid Advertisement/Sourcing Event has been posted. For Sourcing Events, any bids that had been placed on the prior version of the Sourcing Event will be carried forward to your new version.
1. To change a posted Bid Advertisement or Sourcing Event, log into PeopleSoft, choose the Procurement homepage, and click on the Sourcing icon.
2. Next, open up the Manage Events section and click on Event Workbench to bring you to the Event Workbench page. Enter your Bid Advertisement/Sourcing Event’s ID number in the Event ID field and click Search.
* You can alternatively get to this page by using the NavBar to navigate to Sourcing > Maintain Events > Event Workbench
3. You will then see your Bid Advertisement/Sourcing Event listed under Search Results. Click the Create New Version icon for your Bid Advertisement/Sourcing Event.
4. Click Yes on the Create New Version pop-up box.
5. You will then be taken to the Event Details page for your Bid Advertisement/Sourcing Event. Make any changes that you need to make, click Save Event, and then click Post to start the approval process.
Please note that you will not be able to add/delete your Line Items. If you need to alter your Bid Advertisement/Sourcing Event in this way, you should instead cancel your posting, create a new Bid Advertisement/Sourcing Event, and be sure to contact anyone that was interested in your original posting to make sure they are aware of your new posting.
6. After you’ve clicked the Post button, you will see the Event Approval Inquiry hyperlink. Click the Event Approval Inquiry hyperlink. This will take you to the Approval Status page.
On the Approval Status page, click on the Multiple Approvers hyperlink. This will bring up a pop-up box showing the list of people who can approve of your Bid Advertisement/Sourcing Event. Find the right person from this list and let them know that you need to have the new version of your Bid Advertisement/Sourcing Event approved in PeopleSoft.
After the new version of your Bid Advertisement/Sourcing Event has been approved, it will replace the old version of your event on the SF City Partner website. Any invited Bidders/Suppliers (as well as any Bidders/Suppliers that have clicked the Accept Invitation button for your event) will be notified that a new version of your Bid Advertisement/Sourcing Event has been posted. For Sourcing Events, any bids that had been placed on the prior version of the Sourcing Event will be carried forward to your new version.