Key rule
Key rule
Kirkland bids: process normally and move to "Consider for Bid." Standard bids: automatically mark as DNB (No Bid) with reason "Standard Bid Pause."
Escalation order
Per the
DRI & Escalation Worksheet, classification, duplicate-check, and scope questions in this workflow route to Aya first, then to Kelsey (KM) if the item still needs follow-up.
Quick DNB: skip document gathering for obvious no-bids
Effective immediately
Based on Day 1 trial observations, you may move the following opportunities directly to Do Not Bid (DNB) without gathering bid documents. This is meant to cut down time spent on Email Triage and Finding Bid Documents for opportunities that are clearly not a fit.
Move straight to DNB, no documents needed
- Clearly out-of-scope opportunities, such as: Construction, Medical supplies/equipment, Drones, Military equipment.
- Very obvious standard bids, such as: Salesforce-only, Adobe Renewal, and similar opportunities that are clearly vendor-specific.
- Sole/Single Source opportunities, when identified in the title or bid documents, if readily available.
- Obvious duplicates.
If there is any ambiguity
If a vendor-specific or standard-bid opportunity includes language like "or equal," do not mark it DNB. Move it to Consider for Bid instead and gather the documents as usual.
For all other opportunities, continue the current workflow
- Gather all available bid documents.
- Verify or locate the correct solicitation link if needed.
- Attach the documents.
- Move the record to Consider for Bid.
When in doubt
Do not mark DNB. Move the opportunity to Consider for Bid so the triage team can review it.
1. Identify bid type and apply status (first step)
A. Check for duplicates first
Use the Kirkland View and Standard Master View in Airtable:
- Kirkland View: search by RFP Name, Solicitation ID, Entity, or Buyer Name to confirm whether a record is already present for Kirkland bids.
- Standard Master View: search by the same criteria to check for duplicates in Standard bids (only check existing Standard bids).
Classification prompt
Scan the uploaded RFP and classify it as Kirkland (involves any software, SaaS, IT, data, cybersecurity, or digital solution, even alongside hardware) or Standard (purely hardware, physical goods, or non-technology services). If both apply, classify as Kirkland. Respond with Classification, Reason (one to two sentences), and Confidence (High, Medium, or Low).
B. Apply the correct status
| Bid type | Action |
|---|
| Standard Bid | Automatically mark status as DNB (No Bid). In the "Why No Bid?" field, select "Standard Bid Pause." |
| Kirkland Bid | Proceed with processing the bid and move it to "Consider for Bid." |
2. Open the required Airtable views
- Report View, New & In Scope: use this view to identify rows marked Approved - ready for data.
- Kirkland View: for Kirkland bid duplicates. Search by RFP Name, Solicitation ID, Entity, or Buyer Name. If a duplicate is found, mark Email Triage Review Status as Duplicate.
- Standard Master View: for existing Standard bids still in progress. No new Standard bids should be entered for triage; continue managing and following up on ongoing Standard bids.
3. Data entry: complete key columns
For each "New" or "In Scope" row with Approved - ready for data status, fill out the following fields:
| Field | Notes |
|---|
| Name | Full bid/RFP name |
| Buyer | Purchasing organization |
| State | State of the issuing entity |
| Due Date | Submission deadline |
| Bid Issue Date | Date the RFP was published |
| Submission Medium | Example: Email, Portal, Mail |
| Solicitation ID | Unique identifier for the bid |
| Link | URL to the bid/RFP |
| Contact Name | Primary contact at the issuing entity |
| Email Address | Contact's email address |
4. Document collection instructions
If the solicitation link works: download all relevant bid documents.
If the link is broken:
- Open the sales@concoursetech.com inbox.
- Search for the RFP Name and/or Solicitation ID.
- Open that email and access the linked documents.
After downloading: upload documents to the "Bid Documents" tab in Airtable.
5. Final step: update status
After all fields are complete and documents are uploaded, set status to "Consider for Bid."
6. Special instructions: GSA eBuy rows
If the row is labeled GSA eBuy: mark the "GSA eBuy?" field, and in Comments, tag @Aya for follow-up.
Workflow summary
| Step | Action |
|---|
| 1. Identify bid type | Determine if the bid is Kirkland or Standard before any other action. |
| 2a. Standard bid | Immediately apply DNB (No Bid) status with reason "Standard Bid Pause." Do not initiate new Standard bids. |
| 2b. Kirkland bid | Proceed with processing and move to "Consider for Bid." |
| 3. Duplicate check | Search Kirkland View and Standard Master View to prevent duplicates. |
| 4. Data entry | Fill all required fields for approved Kirkland bids. |
| 5. Documents | Download and upload all bid documents to Airtable. |
| 6. Final status | Set status to "Consider for Bid" when complete. |
| 7. GSA eBuy | Mark GSA eBuy field and tag @Aya in Comments. |
| 8. Ongoing Standard | Continue following up on existing Standard bids already in progress. |
For Aya: review report
Open the review report in Airtable
Anything with Email Triage Review Status = Pending Review is a to-do for step 1.
Part 1: Review
You have two main goals:
- Confirm if this is a duplicate RFQ or a unique RFQ. See the "Duplicate Test" column; it is a ChatGPT review, not perfect, but the best place to start, and it shows a few of the most likely duplicates. Quickly review the details in Email HTML Parsed and try to determine if we have a duplicate already in Airtable. The most useful items are usually the URL (click and review) and the solicitation ID.
- Review the scope to see if this is truly in scope or not for Concourse. The list has already been filtered down, and most rows should be in scope, but some may not be. Review the Email HTML Parsed (highlights from the email HTML) and Email Triage (a ChatGPT review of the RFP content) to help determine if it is in Concourse's scope.
When you finish the review, update the "Email Triage Review Status" column:
| Status | Use for |
|---|
| Approved - ready for data | Unique and in scope; ready for data to be filled in and Bid Docs gathered from portals. |
| Reviewed - Duplicate | Duplicate but still in Concourse scope. |
| Reviewed - Duplicate and out of scope | Both a duplicate and out of scope. |
| Reviewed - Out of scope | Out of scope but unique. |
Part 2: Fill in data for new and in-scope rows
Do not skip
Do not do this step for anything that is a duplicate and/or not in scope (see Part 1). We do not want to waste time on those rows.
- Complete the relevant Airtable columns for the new and in-scope rows so the team can pursue these quotes: Name, Buyer, State, Due Date, Solicitation ID, Link, Contact Name, Contact Email.
- Go to links and gather bid documents.
- Once you finish adding this for each row, change the status to "Consider for Bid."
Note: in this context, "Unique" means the row is not a duplicate of another row in Airtable.
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