Bid Line Items

The Bid Line Items page allows Bid Managers to see the line items in the bid package prior to the Bid Close Date. It also allows Bid Managers to see the estimated budget for each line item. Additionally, Bid Managers can create and manage alternate line items and bid breakouts from this page.

To navigate to the Bid Line Items page:

Navigate to Entity > Bidding > Bid Line Items.

Use the links in the Navigation Pane on the leftmost side of the page.
Select the bid package you want to work with from the menu to the left of the Actions menu.
Follow a procedure below.

View Estimated Budget for Bid Package

Bid Alternates

The Bid Alternates tool allows bid managers to add multiple alternatives to a line item in a bid package template. For example, when accepting bids for new construction, you could allow cement as an alternate line item for asphalt. You could also allow linoleum and tile as alternatives for carpet.

Your System Administrator may have added one or more default bid alternates to your bid package template for you to use. These default bid alternates are only added when the bid package template is first applied to an entity—if your System Administrator adds more default alternates later, the new alternates will not be added automatically to your bid package.

Once you have decided which of the alternate line items you want to select for the bid package, you will select the Accepted check box for the alternate. After you have 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.

Alternates will not impact the budget until the Accepted check box is selected. You can select the Accepted check box for multiple bid alternates.

Add Alternate

Only bid alternates that are associated with line items in the entity’s budget template can be added to the bid package.

You cannot add bid alternates after the Bid Close Date.

To add an alternate:

Click Bid Alternates.
This displays in the Actions menu on the right side of the page.
The Edit Bid Alternates window opens.
Click Add Bid Alternate.
Select the Budget Line Item field.

The budget view selected for this bid package opens in a larger window. At the top-level of this window you will see the name of the budget template. Below the budget template name you will see groups and line items.
Select the budget line item you want to add an alternate for.
Enter a description of the alternate line item in the Description field.

Important!
Do not select the Accepted check box at this time. You will select this check box once you have determined which alternate you want to accept for the bid package.
Click Add.

The line item is added to the Edit Bid Alternates window.
Click Close.

The Edit Default Bid Alternates window closes.

Edit Alternate

Accept an Alternate

When you're reviewing submitted bids, you can see the amounts that each bidder entered for the alternative line items. Use these values to determine which alternate you want to accept for a line item. Once you've made your decision, set the Accepted check box for the alternate in the Edit Bid Alternates window.

After you've set this flag, 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.

Alternates will not impact the budget until the Accepted check box is selected.

Important!

If you accept multiple alternates, the final total for the line item will be the sum of the base bid of the line item PLUS all accepted alternates.

To accept an alternate:

Click Bid Alternates.
This displays in the Actions menu on the right side of the page.
The Edit Bid Alternates window opens.
Click Edit in the Actions column of the record.

The Edit Bid Alternate window opens.
Select the Accepted check box.
Click Update.

The Edit Bid Alternate window closes.
Click Close.

Delete Alternate

Bid Breakouts

Bid Breakouts are non-budget-impacting line items on 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, bid managers 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. Both bid managers and bidders can add breakouts to a bid, but they cannot edit each other's breakouts.

Your System Administrator may have added one or more default bid breakouts to your bid package template for you to use. These default bid breakouts are only added when the bid package template is first applied to an entity—if your System Administrator adds more default breakouts later, the new breakouts will not be added automatically to your bid package.

You cannot add bid breakouts to alternate line items. You also cannot import bid breakouts via spreadsheet.

Add Breakout

Only bid breakouts that are associated with line items in the entity’s budget template can be added to the bid package.

Click Bid Breakouts.
This displays in the Actions menu on the right side of the page.
The Edit Bid Breakouts window opens.
Click Add Bid Breakout.
Select the Budget Line Item field.

The budget view selected for this bid package template opens in a larger window. At the top-level of this window you will see the name of the budget template. Below the budget template name you will see groups and line items.
Select the budget line item you want to add a breakout for.
Enter what the breakout should be used for or information you want to request about the bid line item in the Description field.
Click Add.

The breakout is added to the Edit Bid Breakouts window.
Click Close.

The Edit Bid Breakouts window closes.