Build a Reverse Auction Template

This article assumes that you are in a role that includes Templates Admin permissions, and that you are familiar enough with the solicitation document templating system to build and maintain your own templates. This article focuses on the parts of the process that are unique to setting up a Reverse Auction template.

Create a New Reverse Auctions Template

To begin, navigate to the Templates administration screen and choose "Purchase" from the top/right New Template menu.

In the General Properties section of the Process Information tab, use a descriptive Template Title and Acronym / Abbreviation such as "Reverse Auction" and "RA", respectively.

For Procurement Classification, you may need to add a new "Reverse Auction" classification if none of the options that you see are meaningful. To create a new Procurement Classification, go to Admin > Tags > Procurement Classifications.

The General Properties section is also where you enable the Reverse Auction switch. When you enable this switch, the system enforces the following additional settings that will be explained in detail below:

• Timeline items for Reverse Auction Starting Date, Reverse Auction Ending Date, Grace Period, and Extension Time
• Sealed Bid Process is locked ON, and sealed bids are automatically unsealed
• The project will require a Pricing Proposal document section

Configure the Timeline

Your Pre-Proposal Meeting will include a typical review of the project, but will also include vendor training on how to participate in the live auction.

We recommend requiring attendance at your Reverse Auction Pre-Proposal Meeting. You will want to ensure that all vendors have the same briefing opportunity as the live auction interface will be new for most vendors.

To make the Pre-Proposal Meeting mandatory in your template, scroll to the bottom of the timeline section and click See Dates.

Then scroll back up to the Pre-Proposal Meeting item and require attendance:

The Reverse Auction Starting Date and Reverse Auction Ending Date items are required. They determine when the live auction begins and when it is scheduled to end.

Adding a Grace Period and Extension Time is not required but is highly recommended because it prevents a single vendor from placing a last-minute winning bid that other vendors do not have the opportunity to respond to. If you aren't sure what to use, consider 5 minutes for both the Grace Period and Extension Time.

In the below example, when a vendor places a bid within the last 5 minutes of the project, the auction will end 5 minutes later than originally scheduled.

Notice Sealed Bid Settings

Navigate to the Sealed Bid Settings area and notice that several of the Sealed Bid Process options are set to ON and are locked. When you run a live auction in OpenGov Procurement, the system manages all sealing and unsealing of bids.

Add Required Document Template Sections

In the Document Builder section, you will want to add the following document sections in addition to any of your standard language:

Add a Scope of Work section that will define the goods or services that vendors are bidding on during the live auction.

The Vendor Questionnaire is a critical place in the processw here you will ask typical vendor qualification questions. Depending on the goods and services that you intend to hold auctions for, you may also be including auction-specific questions and confirmations.

The system requires a Pricing Proposal section for each reverse auction. This is the place in your solicitation project where you will define the items and quantities that vendors will bid on.