System Administrator - Bidding Setup

Before you start, you should decide whether you want to see which bidders made each bid on a project.

To enable unsealed bidding:

1. Click Admin in the toolbar in the upper-right corner of the window.

   The System Administrator Dashboard page opens.

2. Click Manage Company link in the Company Administration column.

   The Manage Company page opens.

3. Find the Enable Unsealed Bidding? setting at the bottom of the third column of settings on the page.

4. Do one of the following:

   • Select Yes to enable unsealed bidding.

     Unsealed bidding allows you to see which bidders made each bid on a project.

   • Select No to disable unsealed bidding.

     Sealed bidding will anonymize the bids and any questions submitted using the Q&A functionality.

5. Click Update at the bottom-center of the page.

   Your Manage Company settings are updated.

You must have the following records properly configured in your firm to successfully use these sub-modules:

• A Budget Type for Bidding

• A Budget Type for Conditioning

• (optional) A Budget Type for your Estimates

  This budget column is displayed on the Conditioning page and is used to house your estimated budget values for your line items.

• A Budget Template

  A budget template is the record where your budget line items are configured.

• A Budget View for the line items you want your bidders to bid on

  A budget view limits the line items seen per user class.

• A Bid Package Form Type that includes the following layouts:

  • A Package Kickoff Form Layout - seen by the bid manager when creating a bid package

  • A Bid Invitation Form Layout - used only for configuring the bid invitation email

  • A Bid Award and Cancellation Form Layout - used only for configuring the bid award email

    Note:

    If you already have existing form layouts for your GC Bidding work flows, you can use those layouts instead.

• A Bid Package Template

• A User Class for your bid managers

• A User Class for your bidders

We provide an out-of-the-box best practice template for the Bidding sub-module. This template includes most of the necessary records for you to get started. There are a few exceptions which we will discuss in the sections below:

• A user class for your bid managers

• A user class for your bidders

If you are already using GC Bidding work flows configured by our Professional Services department, you can use records associated with those work flows in the Bidding sub-module. However, there are a few things you will still need to do:

• Review and potentially update your bid package form layouts

• Create one or more bid package templates

• Update the security settings of your Bid Manager and Bidder user classes

A budget template is the record where your budget line items are configured. You will need to have a budget template applied to your project or capital project to use the Bidding sub-module. You can choose between four options:

1. You can use your existing budget template,

2. You can use the budget template in our Best Practice Import Template as-is,

3. You can modify the budget template from our Best Practice Import Template, or

4. You can create a new Budget Template.

A budget view limits the line items seen per user class, and can be associated with one or more budget templates. We recommend you create a budget view for each type of bidder you will be soliciting bids from. However, only one budget view can be associated with a bid package template, so if you plan on having multiple budget views you will also need multiple bid package templates.

Once you have fulfilled the requirements described above, you are ready to create your bid package template. Remember, if you have multiple budget views, you will need to create a bid package template for each budget view. However, you can use the same layouts and budget columns if you want. You can also configure your bid package template to automatically assign users with specific job titles to questions or to the bid package itself.