Bid award notification

What this is

Bid award notification

A bid award is the moment a months-long bid response becomes real revenue. The cascade has to handle a big asymmetry: NetSuite needs the contract + programs + pricing committed quickly, but the customer-facing acknowledgement should be polished and personalized.

Risk level 4 (high) because the cascade commits real pricing rows into pricing_master that will drive invoices for the contract term. Mistakes here ripple to AR.

The contract is in workflow_definitions WHERE workflow_type='bid_award_notification'. Cascade tables: bids, bid_lines, pricing_master, customer_programs, proposed_actions.

When to use it

Trigger conditions

Email arrives at bids@ with an award letter attachment.
A portal webhook fires from NYC DOE / NJDOA / similar with award details.
Mike manually triggers from /intake.html when the award arrives off-channel (phone, mail).
The bids dashboard cron detects a bid moved to "awarded" status externally.

Heuristic

Precondition bid_open blocks if the bid status isn't in (open, pending_award). This catches the "we already processed this award last week" duplicate path.

Step-by-step what happens

The 4 beats

01

Commit pricing from bid_lines → pricing_master

Each non-deleted bid_lines row INSERTs a corresponding pricing_master row tagged with source='bid_award_{bid_id}'. This is the moment the contract's prices become live.

Writes pricing_master

Time ~200ms per 100 lines

Kind d1_write

Status stub
02

Stage customer_programs (PPI, etc.)

For each new program defined in the contract (PPI, MDF, contract-specific rebates), a proposed_actions row stages with action_type=create_customer_program. Mike approves the program details before they go live.

Writes proposed_actions

Time ~80ms per program

Kind stage_proposed_action

Status real

Note one_per new program in contract
03

Notify fulfillment team

A draft email to the fulfillment team lists the awarded contract, start date, expected weekly volume, and any production heads-up notes. Status=pending_review.

Writes outbound_email_log

Time ~80ms

Kind hitl_email_draft

Status stub

Note target · fulfillment_team
04

Customer acknowledgement

A draft email to the awarding customer thanks them, confirms contract terms, and notes the operational handoff. Mike polishes and approves before send.

Writes outbound_email_log

Time ~80ms

Kind hitl_email_draft

Status stub

Note target · customer

Outcomes

What's different after the workflow runs

Pricing committed

In D1

≤ 10s

Programs

Staged

one per program

Bid status

awarded

stamped + dated

Emails drafted

fulfillment + customer

pricing_master has one row per awarded bid line, all tagged with source=bid_award_{bid_id}.
New customer_programs proposals sit in Mike's queue.
bids.status='awarded' and awarded_at is stamped.
Fulfillment has an email waiting — they can start production planning.
A customer ack draft is ready to polish + send.
reflexion_log carries a bid_award tagged row with bid_id and customer.

Failure modes

What can go wrong and how to recover

Bid not in open/pending_award state

Precondition blocks. Likely the award arrived twice; check bids.status and bids.awarded_at. If genuine re-issue, contact the issuer.

Pricing commit partial

If pricing_master INSERT fails midway, the bid stays in pending_award. Retry with POST /admin/bids/<id>/recommit is idempotent — already-committed lines skip via source tag check.

Customer program ambiguity

If the contract terms mention a PPI without clear tier mapping, the proposed_action stages with severity=warn. Mike fills in the tier manually before approving.

No fulfillment heads-up needed

Some bids are renewals — fulfillment already plans for them. Mike can reject the draft fulfillment email; it logs as rejected in outbound_email_log.

Adjacent workflows + diagrams

For developers

Code paths + invariants

Concern	Where
Workflow contract	workflow_definitions WHERE workflow_type='bid_award_notification'
Pricing source tag	pricing_master.source='bid_award_<bid_id>'
Award status	bids.status='awarded', bids.awarded_at
Customer program tier	customer_programs.program_type + value
Reflexion tag	bid_award,bid_id:<id>,customer:<id>
Risk level	4
Expected duration	~60 min
Trigger	event · sources=inbound_email, portal_webhook, manual

// Pricing commit is idempotent via source tag await db.run( "INSERT OR IGNORE INTO pricing_master (customer_id, item_code, case_price, source, school_year) " + "SELECT customer_id, item_code, proposed_price, 'bid_award_' || ?1, school_year " + "FROM bid_lines WHERE bid_id=?1 AND deleted_at IS NULL", [bid_id] );