Bid Submission

You can submit a bid at any time before the Bid Close Date. You can edit a bid after it has been submitted, but only if the Bid Close Date has not passed. Bid totals must be greater than 0.

You can also change which bid you want to submit by submitting a different bid. Only one bid can be selected at any given time.

To submit a bid:

1. Select the bid you want to submit from the Bids table.

2. Click Submit Bid.

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

   A dialog opens, asking you to confirm your choice.

3. Click Submit.

   A confirmation message appears.

4. Click Continue.

   The window closes. The status of the bid you submitted changes to Selected.

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.

To create an empty bid:

1. Click Create Empty Bid.

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

   A window opens.

2. Enter a description of the bid in the Description field.

3. Click Add.

   The window closes. The empty bid appears in the Bids table. You may need to refresh the page to see the bid line items.

4. Double-click a row in Line Items table.

   The row becomes editable.

5. Enter the appropriate values in each of the fields for the row.

6. Click Update.

7. Repeat steps 4-6 as necessary.

To edit a bid's description:

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

2. Make your changes.

3. Click Update.

   Your changes are saved.

You cannot import bid alternates or bid breakouts.

To upload a bid spreadsheet:

1. Click Upload.

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

   A window opens.

2. Enter a description of the bid in the Description field.

3. Click Choose File.

   An Upload dialog box opens.

4. Select the spreadsheet you want to upload.

5. Click Upload Bid.

   The bid is uploaded. it appears in the Bids table at the top of the page.

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, they might allow cement as an alternate line item for asphalt. They might also allow linoleum and tile as alternatives for carpet.

When a bid manager has added alternates to a bid line item, you can enter different costs for each alternate. Once you have submitted your bid, the bid manager will review the proposed alternatives and select which they want to use.

If you do not enter a value for an alternate line item, the amount will appear as 0.00 on your submitted bid. Alternates cannot be imported via spreadsheet.

If your Bid Manager allows alternative line items on a bid:

• The Base Bid Total column displays the total cost entered for the line item WITHOUT any bid alternates.

• The Final Bid Total column displays the total cost entered for the line item PLUS all accepted alternates.

You cannot edit or delete alternate amounts on a submitted bid after the Bid Close Date. You can edit alternate amounts on conditioned bids when you are allowed to condition.

After the bid has been awarded, you cannot edit amounts on your submitted or conditioned bids.

To enter values for an alternate:

1. Select your bid from the Bids table.

2. Do one of the following:

   • Click Bid Alternates.

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

   • Click a hyperlinked line item in the Line Items table.

3. Click the line item you want to edit.

   The Amount field becomes editable.

4. Enter the cost of the alternate line item.

   Important!

   The Final Total for a line item is the sum of the Base Bid of the line item PLUS any accepted alternates. Therefore, if the cost of the alternate is less than the cost of the original line item, enter the amount the cost is reduced by. For example, if the original line item costs $1000 but the alternate costs $800, you would enter the amount for the alternate as -$200.

5. Click Update.

6. Click Close.

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.

You can use the Amount for a breakout to break the cost of a line item down into its components. This provides useful context to the Bid Manager to understand how costs are distributed in your bid. However, this field is for information only—it is not used to calculate the total cost of the related line item.

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

Add Breakout

Edit Breakout

Delete Breakout

To download a blank spreadsheet:

1. Click Download Blank Spreadsheet.

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

   The download begins.

2. Once the download is complete, give the spreadsheet a unique name and save the spreadsheet in a place you will find it.

To download a spreadsheet for a bid you are currently working on:

1. Click Download Spreadsheet in the Actions column of the bid.

   A dialog box opens, asking you if you want to include dollar amounts in the spreadsheet.

2. Do one of the following:

   • Click Yes.

     The spreadsheet downloads. It contains the dollar amounts already entered for the bid.

   • Click No.

     A blank spreadsheet downloads.

You can only enter values in columns D and E, where the cells have a green background and black border.

To compete the bid spreadsheet:

1. Download the spreadsheet using one of the procedures described above.

2. Enter your bid amount for each line item in column D, in the cells with the green background and black border.

3. Enter any comments about the line items in column E, in the cells with the green background and black border.

4. Save your changes.

5. Follow the Upload Updated or Conditioned Bids procedures below.

You can make updates to bids and bids you are conditioning by uploading an import spreadsheet. You cannot import bid alternates or bid breakouts.

To update a bid via import spreadsheet:

1. Click Upload link in the Actions column of the bid or conditioned bid you want to update.

   An Upload dialog box opens.

2. Click Choose File.

3. Select the spreadsheet you want to upload.

4. Click Upload Bid.

   The bid uploads, and the page refreshes. Your updated bid appears on the page.

After the Bid Close Date has passed, the Bid Manager will review each of the submitted bids and add comments to the line items. Once the Bid Manager has completed their review, they will enable conditioning for the bid. You will receive an email once conditioning has been enabled.

Once conditioning has been enabled, a new record will appear in the Bids table at the top of the Bid Submission page. This record will contain your original bid and the Bid Manager's comments on the bid. You can then make changes to the bid as necessary. You will receive an email once the conditioning period has been closed.

Conditioning can be enabled more than once. Communicate with your bid manager if you need conditioning to be re-enabled.

To condition your bid:

1. Select the bid from the Bids table.

2. Review the comments added by the Bid Manager.

3. Double-click a row in Line Items table.

   The row becomes editable.

4. Enter the appropriate values in each of the fields for the row.

5. Click Update.

6. Repeat steps 3-5 as necessary.

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.