Confirming RFI and Bid Sheet Submission in Keelvar

Verification of RFI and bid submissions ensures timely participation in Keelvar events. This guide explains the use of the Event Participation Task List, the interpretation of real-time confirmation banners, and the verification of secure data capture. Immediate feedback mechanisms provide transparency for bidders, with confirmation that responses are accessible to purchasers and compliant with event requirements.

Event participation feedback

The Event Overview page includes a task list that tracks participation progress in real-time. This list provides a visual indication of completed requirements before an event deadline. Upon bid submission, a green banner appears to confirm submission and list the bids on specific lots (applicable to both online and offline bid submissions).

  • Document tracker: Monitors the download status of supporting documents. A green checkmark appears once all files are downloaded
  • RFI progress: Displays the count of submitted answers against the total number of questions
  • Bid submission status: Tracks the number of lots with active bids
Task list for event participation
Figure 1. Task list for event participation
Successful bid upload banner
Figure 2. Successful bid upload banner
Successfully completed all tasks for event
Figure 3. Successfully completed all tasks for event

Note on Email Notifications: Automated email confirmations for bid submissions are an optional event protocol controlled entirely by the event purchaser. Subject to event configuration, email confirmations may not arrive. The green in-app banner serves as the primary confirmation that the system securely saved the data and made it immediately accessible to the purchaser.

RFI response confirmation

To verify RFI status, view the Progress section in the top-left corner of the RFI interface. This view identifies answered and unanswered questions.

  1. Verify the green checkmark: Ensure a green checkmark appears in the top-right corner of each answered question.
  2. Confirm gating responses: Submit and confirm gating responses by selecting Confirm gating responses.
  3. Verify unlocked sections: Confirm that the Event Information and Supporting documents sections are unlocked. This occurs only after correct submission of gating answers.
RFI progress and gating confirmation interface
Figure 4. RFI progress status

Bid sheet confirmation

Keelvar provides explicit visual confirmation upon uploading a bid sheet or submitting online changes.

  1. Review the session summary: Check the confirmation banner at the top of the bid sheet for a breakdown of successfully submitted bids on lots during the current session.
  2. Maintain visibility during navigation: Verify that the breakdown remains visible during navigation between the bid sheet and the event overview.
  3. Verify individual bid status: Reference the Status column to confirm the validity of each individual bid.
Bid submission confirmation banner and status column
Figure 5. Bid submission confirmation

Submission updates

Revisions remain permissible until the event deadline. Re-entry into an event to edit and resubmit bids or RFI responses replaces the previous submission. Only the latest timestamped data enters the evaluation phase.

For comprehensive guidance on the different submission methodologies, consult the documentation on Offline bid submission or Online bid submission.

Post-submission verification

No further actions are required after receipt of a successful confirmation message. The appearance of a submission confirmation banner indicates that participation is secure and that data is immediately accessible to purchasers.

  • Immediate access: Purchasers receive access to responses immediately upon submission
  • Record retention: Bidders can download a copy of the submitted bid sheet for internal records
  • Audit trail: Keelvar maintains an audit log of all submission attempts to ensure procurement integrity