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Bidder Summary

The Bidder Summary page is where a bidder first goes to accept or reject a bid invitation. Key information about the bid package is displayed on the left side of the page. Both bidders and bid managers can also use the Bid Q&A functionality to correspond about the bid package.

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

To navigate to the Bidder Summary page:

  1. Navigate to Entity > Bidding > Bidder Summary.

    Use the links in the Navigation Pane on the leftmost side of the page.

  2. Follow a procedure below.

Notes About Bidding for Bidders

Please review the following notes about bidding:

  • The Bid Open and Bid Close time will display in your localized time zone.

    For example, if the Bid Close time was set to 12:15 PM EST by the Bid Manager but a Bidder has their time zone set to PST, the Bid Close Date will appear as 9:15 AM CT.

  • The Accept / Reject does not appear in the Actions menu if the Bid Close Date has passed.

ClosedAccept / Reject a Bid Invitation

The Accept / Reject does not appear in the Actions menu if the Bid Close Date has passed.

  1. Click Accept / Reject.

    The Accept / Reject Bid Invitation window opens.

    This displays in the Actions menu on the right side of the page.

  2. Choose whether you want to accept or reject the invitation by selecting either the Yes or No option.

  3. Click Update.

    The window closes. If you accepted the invitation, you can now submit a bid on the Bid Submission tab. If you rejected the invitation, you cannot take any further action on the bid package.

ClosedShare Bid

This action allows you to invite other members from your employer to the bid. This supports the problem statement where the Bid Manager may not be sure who will manage the bid for your company.

To share a bid:

  1. Click Share Bid.

    This displays in the Actions menu on the right side of the page.

    The Share Bid window opens.

  2. Click Invite link in the Planned Invitation column for the users you want to share the bid with.

    Only users that belong to the same employer as you will appear in this window.

  3. Click Next.

    A text editor appears, allowing you to modify the content and formatting of the bid invitation.

  4. Make your changes.

  5. Click Submit.

    The bid invitation is shared with the people you selected.

ClosedFilter Bid Q&A Table

The Bid Q&A table lists questions that have been submitted by bidders about the bid package. These questions can either be public or private.

  • Select one of three options from the Question Visibility field:

    • Select Both to display both public and private questions.

    • Select Public to display public questions.

    • Select Private to display private questions.

  • Select one of four options from the Filter Options field:

    • Select All to display all questions.

    • Select Unanswered to show questions that have not been replied to.

    • Select In Progress to show questions that have been replied to.

    • Select Answered to show questions that have been marked with an accepted answer.

  • Do one of the following:

    • Select All from the Assignees field to show all questions.

    • Select an assignee from the Assignees field to show questions that have been assigned to that user.

ClosedManage Questions

Bid Managers and Bidders can send questions to one another to get clarification on project details. These questions can either be public or private.

If your company uses sealed bidding, the names of bidders will be anonymized.

ClosedPublic vs. Private Question Behavior

The following list describes the behavior of public and private questions.

  • If a question has been made private when it was previously public, it will be hidden from all users except the Bid Manager and the Bidder who originally asked the question. This means that even if another Bidder replied to the question, they will no longer be able to see it.

  • If a question is made public when it was previously private, both the question and its replies will be made visible.

  • Bid Managers can change the value of the Private? field.

  • If a Bid Manager asks a private question, it is only visible to other Bid Managers.

  • Replies to a question inherit the setting of the Private? from the parent question.

  • Shared questions cannot be private.

ClosedShared Questions Behavior

Review the following notes about the shared question functionality:

  • When a question is shared, all bidders and assignees on the entity receive a notification.

  • All assignees and the creator of the shared questions will receive notifications about replies to the shared question.

  • Notifications are not sent to bid packages on the entity that have already been awarded.

  • Shared questions cannot be private.

If you want to set the Shared? flag for a question to No when it previously had been set to Yes, navigate to the bid package where you want the question to be saved, and then update the flag.

ClosedAdd Q & A

If the enableQandAPublish feature switch is turned on, questions created by the capital project manager or bid administrator are locked and cannot be modified by vendors once they are published. Contact your Accruent representative for more information.

A notification is sent to you when someone replies to your question.

  1. Click Add Q&A.

    This displays in the Actions menu on the right side of the page.

    The Add Question window opens.

  2. Enter a brief summary of your question in the Title field.

    The title will appear in the Bid Q&A table along with the text of the question.

  3. Enter your question in the Question field.

  4. To attach a document:

    1. Click Add Document.

      The Documents window opens.

    2. Do one of the following:

      • To select a document that has already been uploaded:

        1. Use the folder tree to navigate to the folder where the document is saved.

        2. Select the document.

        3. Click Select Document.

          The document is now attached.

      • Upload a new document.

  5. Select whether the question is to be Shared:

    • Yes: The question is visible to all bid packages on the entity. You can use this when the information in the question is beneficial to bidders on all bid packages. This reduces the amount of time needed to disseminate information and keeps answers consistent across the entity.

      Shared questions cannot be private. Private?, must be No if you select this option.

    • No: The question is not visible on all bid packages.

  6. Do one of the following:

    • Click Add to save the question to the Bid Q&A pane so that you can edit and publish it later. .

    • Click Add and Publish to save the question to the Bid Q&A pane and publish it to vendors so they can provide answers.

      Once a question is published, it cannot be edited.

  7. When the confirmation window opens, click Yes

    The window closes. Your question appears in the Bid Q&A table.

ClosedEdit Q & A

If the enableQandAPublish feature switch is turned on, you can only edit questions that have not been published.

To edit a question:

  1. Click Edit in the Actions column of the record.

    The Edit Question window opens.

  2. Make your changes.

  3. Select whether the question is to be Private.

  4. Select whether the question is to be Shared:

    • Yes: The question is visible to all bid packages on the entity. You can use this when the information in the question is beneficial to bidders on all bid packages. This reduces the amount of time needed to disseminate information and keeps answers consistent across the entity.

      Shared questions cannot be private. Private?, must be No if you select this option.

    • No: The question is not visible on all bid packages.

  5. Do one of the following:

    • Click Update to update the question to the Bid Q&A pane so that you can edit and publish it later.

    • Click Update and Publish to save the updated question to the Bid Q&A pane and publish it to vendors so they can provide answers.

      Once a question is published, it cannot be edited.

  6. When the confirmation window opens, click Yes.

    The window closes. Your updated question appears in the Bid Q&A table.

Use the Documents pane

ClosedCreate printable view

You can create a printable view of the data on the page.

  1. If the page has a list layout, select the record you want to print from the list at the top of the page.

  2. Click Printable View.

    This displays in the Actions menu on the right side of the page.

    A window opens, with the page data in a printer-friendly format.

  3. Print the contents of the window.

ClosedSave to Documents

You can save a page to your documents.

  1. Click Save to Documents.

    This displays in the Actions menu on the right side of the page.

    A window opens.

  2. Select the folder where you want to save the document from the Folder for Generated Document field.

  3. Enter a File Name.

  4. Select Send email notifications? to send an email notification to anyone who is a member of the folder.

  5. Click Save.

    The window closes. The document is saved.

  6. To view your document:

    1. Navigate to the Documents page.

      Use the links in the Navigation Pane on the leftmost side of the page.

      The Documents page is a third-level tab under the Details sub-tab.

    2. Navigate to the folder where you saved the document.

      The document will appear in the folder.

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