How To Add a Contract To The Bidding Board Manually (without copy feature) in Loocey - DLA/DIBBS

Overview

Sometimes, there is a need to manually add a contract when working with non-DLA contracts or for any reason, the Solicitation is not found in DLA RFQs section.

Let’s learn how to manually add the contracts to the bidding board in Loocey.

Step by step

The walkthrough covered in the video, written out so you can follow along inside Loocey.

1. How To Manually Add RFQ/Contract OR Existing Awards to Bidding Board
2. Go to Bidding Board, enter Contract or RFQ number in add item box and hit save.
3. Then fill out the details, NSN, Priority, Status, Bid Status, Unit of issue, quantity, Award Date and other details as needed.
4. Then open it in Detail view, complete the Product Details and Service Details section to show the calculations, bid unit price, …
5. Add notes and change the status to the proper status as needed,
6. This feature is extremely useful when you need to bring over your prior awards or other contracts without using Loocey’s one click copy feature.
7. Manually added contracts work the same way, you can still track progress, take notes, add your supplier and bid calculation details, print container labels, and more.
8. To get started, go to the Bidding Board page.
9. You can add a new item either using the New button or directly entering the solicitation id in the Add Item input box and clicking on save.
10. Let’s go ahead and enter our example RFQ Id and hit Save.
11. Once added, the new record will appear in your Bidding Board, and now we can begin filling out the details.
12. Click on the item to open it on the right panel and start entering the key fields such as:
13. and any other fields your workflow requires.
14. Note that you can also directly enter the data in the table without going to the right panel, but sometimes the right panel is easier if you want to modify multiple fields on the record.
15. Next, let’s open it in the Detail View by clicking the open-item icon — or you can right-click and open it in a new tab. Here, we can complete the Product Details and Service Details sections.
16. These sections are important because they show the calculations used in your bidding workflow — such as the estimated costs, bid unit price, shipping, markup, and other pricing components.
17. Entering accurate information here ensures that your bidding calculations are correct and that your team can clearly see how the total bid price was formed.
18. Let’s go ahead and enter the information for our example record which we named like this: SPE4A626T1000
19. First on the Supplier Quotes section, you can add the suppliers you’ve used to get the parts if any.
20. Then moving to the Product Details tab, we’ll add the Purchase Order number, Product which is usually the same as NSN, NSN and select the supplier from our list.
21. Once a supplier is selected, the supplier cage should populate.
22. Then we can enter the unit price and our margin, the system should now do the calculations and show us the totals on top.
23. Note that if Product NSN or Supplier drop down does not have your desired values, you can go to Suppliers tab and add your supplier. We have a separate video for that as well, which we’ll link in the description.
24. And same for Products, go to Products list and add your Product if it doesn’t already exist. When you use our one click copy feature, all these details are automatically done for you, but when we add items manually, you may sometimes need to do the additional leg work to properly link the records.
25. Next we’ll enter the Service Details, we’ll add a Shipping line for this example.
26. And that’s it, all of our calculations are now done and we can see our bid unit price, cost and profit at the top.
27. You can also add internal notes by clicking on the Notes section.
28. This is especially helpful for documenting supplier quotes, rationale for pricing decisions, customer communication, or any additional details your team may need later.

Where this fits

This tutorial covers the Bidding Board & CRM part of Loocey DLA. Copy solicitations into the CRM, then manage statuses, notes, files and pipeline views.

• Loocey DLA Getting Started guide — account setup and the full bidding workflow
• Saved-search recipes — the exact column, condition and value for 20 common DLA searches
• DLA / DIBBS glossary — what every field on a solicitation means
• All Loocey DLA video tutorials