Bidding Setup: Alternates and Breakouts
Bid Alternates and Bid Breakouts are two optional features that give Bid Managers and Bidders additional flexibility when working in the Bidding sub-module. This topic discusses what alternates and breakouts are, how they are configured, and how they are used.
Bid Alternates are alternative options that can be used in place of OR in addition to a line item in a bid package template. For example, when accepting bids for new construction, you could allow asphalt as an alternate line item for cement. You could also allow linoleum and tile as alternatives for carpet.
Only bid alternates that are associated with line items in the entity’s budget template can be added to a bid package.
Multiple bid alternates can be marked as Accepted by the Bid Manager. All accepted bid alternates are added to the Base Bid amount. This means that if an alternate is less expensive than the base bid line item, you need to enter the cost of the alternate as a negative value. So, for example, if the Bid Manager accepted asphalt as a less expensive alternate to cement, the calculation would look like this:
Bid Alternate Example
| Base Bid Line Item |
Cement for 50-foot double-car driveway, at $6/foot |
$7,200.00 |
| Bid Alternate |
Asphalt for 50-foot double-car driveway, at $2/foot |
-$4,800.00 |
Bid Breakouts are non-budget-impacting line items added to a bid package. Breakouts are typically used when Bid Managers or Bidders want to request or provide additional context for a bid line item. For example, you could add breakouts to a fees line item, and use the breakout to request Bidders to provide a breakdown of the fees in their bid.
You cannot add bid breakouts to alternate line items.
System Administrators can add default bid alternates and bid breakouts to bid package templates. However, if a default alternate or breakout is added after a template has already been applied to an entity, the default will not be automatically added to the entity. The Bid Manager will need to add it manually.
The following content relates to configuration and implementation of bid alternates and bid breakouts.
The following Field security settings must be set for your Bid Manager and Bidder user classes to use the Bid Alternates and Bid Breakouts. Learn more about Security settings for the Bidding sub-module.
Bid Manager Field Security
| Specialized Forms > Bid Package Alternate |
Edit |
| Specialized Forms > Bid Package Alternate Value |
Edit |
| Specialized Forms > Bid Package Breakout |
Edit |
| Specialized Forms > Bid Package Breakout Value |
Edit |
| Specialized Forms > Bid Package Template Alternate |
View |
| Specialized Forms > Bid Package Template Breakout |
View |
Bidder Field Security
| Specialized Forms > Bid Package Alternate |
View |
| Specialized Forms > Bid Package Alternate Value |
Edit |
| Specialized Forms > Bid Package Breakout |
View |
| Specialized Forms > Bid Package Breakout Value |
Edit |
There are two places where a Bid Manager can work with alternates and breakouts: the Bid Line Items Page and the Conditioning Page.
When can a Bid Manager edit or delete a bid alternate?
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After the Bid Close Date, Bid Managers:
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Can modify the Accepted flag
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Cannot modify the line item or description
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Cannot delete a bid alternate
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Cannot add new bid alternates
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Cannot import bid alternates, regardless of whether the import is adding, editing, or deleting alternates
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After the bid has been awarded, Bid Managers:
Bid Line Items Page
The Bid Line Items page is where the Bid Manager will add, edit, and delete bid alternates and bid breakouts. The Bid Manager can manage their bid alternates and bid breakouts by clicking the Bid Alternates or Bid Breakouts buttons in the Actions menu on the right side of the page.
Once the conditioning period has ended, the Bid Manager will need to decide which of the alternate line items to select for the bid package, if any. If they select an alternate, they will select the Accepted check box for the alternate.
Alternates will not impact the budget until the Accepted check box is selected. Bid Managers can select the Accepted check box for multiple bid alternates.
If Bidders do not enter a value for an alternate line item, the amount will appear as 0.00 on their submitted bid.
After the Bid Manager has selected an alternate, the total values for each bid will update to include the value of the alternate line item. This may cause the total cost to increase or decrease. You may need to refresh the page to see the updated value.
Conditioning Page
On the Conditioning page, Bid Managers can view what the Bidders have submitted for alternate line items and breakouts. Bid Managers cannot edit or delete bid alternates or breakouts from the Conditioning page. Bid Managers can view these values by clicking the hyperlinked item in the bid or by clicking the Bid Alternates or Bid Breakouts buttons in the Actions menu on the right side of the page.
Costs listed on the Conditioning page always include accepted alternates in their totals.
Once the Bid Manager has decided which alternates they want to accept, they will need to accept them on the Bid Line Items page, described above.
For Bidders, bid alternates and bid breakouts are both managed on the Bid Submission page. The Bidder enters values for alternates and breakouts by clicking the Bid Alternates or Bid Breakouts buttons in the Actions menu on the right side of the page.
If Bidders do not enter a value for an alternate line item, the amount will appear as 0.00 on their submitted bid. Alternates and breakouts cannot be imported via spreadsheet.
When can a Bidder view or edit a bid alternate?
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After the Bid Close Date, Bidders:
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Can view alternate amounts on the submitted bid
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Cannot edit or delete alternate amounts on the submitted bid
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Can only edit alternate amounts on conditioned bids when they are allowed to condition
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After the bid has been awarded, Bidders:
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Can view bid alternate amounts
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Cannot add, edit, or delete bid alternate amounts
System Administrator Procedures