Sourcing Bids, Defaults & Bid History: Quote Once, Reuse the Boring Bits
How structured bids, tenant defaults, validity windows and bid history keep pickup quoting fast without making it sloppy.
A sourcing bid is not just a number. It is a promise about pickup timing, services, payment terms, validity and any notes the customer needs before choosing. ReVend OS treats that promise as structured data, because “see attached” has caused enough archaeology for one industry.
The bid form
From a request detail, Quote this opens the bid form, prefilled from the customer’s item lines, the tenant’s service catalog and the tenant’s defaults. The ITAD prices every requested line - all fifty laptops, not the nice thirty - and may split a line into variants at different unit prices as long as the quantities add up. Services come next: catalog services plus everything the request requires, each with quantity, unit price and whether it is mandatory; mandatory services reduce the net amount shown to the customer, optional ones are listed separately. Then logistics and compliance: proposed pickup date, lead time in hours, shortage fee per missing item, data-destruction method, whether asset reporting and an ESG report are included, warranty terms and internal notes. Payment terms and the customer note are the two customer-facing text fields. The form totals it up as hardware offer, mandatory fees, optional fees and net amount to the customer, and it keeps the request’s requirements visible while all this is typed, so nobody quotes a normal pickup for a request that quietly asked for certified destruction.
A-grade until proven otherwise
Bids assume A-grade. The awarded ITAD still inspects and grades at receiving, and settlement follows the contract or the grade-adjustment rules after real inspection. A bid is a structured commercial quote, not a prophecy about every laptop in a storage cupboard.
Defaults
/settings/sourcing/defaults stores tenant-wide defaults for the boring bits: bid validity (168 hours unless changed), pickup lead time (48 hours unless changed), payment terms and a standard customer note. New bids prefill from those defaults, then snapshot the actual submitted values. Changing the default later does not rewrite history. Contracts appreciate that.
Bid history
/sourcing/bids keeps every submitted bid visible with request number, bid number, pickup location, item count, net amount, status and valid-until date. Statuses are submitted, retracted, accepted, rejected, lost and expired. A submitted bid can be retracted behind a confirmation dialog while the window is open; once it is accepted, rejected, lost or expired, the retract action is gone. It is the place to answer “what did we quote?” before someone invents a memory with suspicious confidence.
Why structure wins
Structured bids make comparison fair for the customer and review useful for the ITAD. They also feed the numbers: the Sourcing Manager dashboard preset builds its submitted bids, won bids, win rate, active bids, response time and lifetime won value straight from this bid history. A clean quote today becomes better bidding tomorrow.