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Manage Bid Package Templates

A bid package template is used by your bid manager to create bid packages in the Bidding sub-module of the Project and Capital Project modules. There are additional steps you need to take for your bid package and the Bidding sub-module to be ready for use. See the Bidding Sub-Module Setup topic to guide you through the configuration process.

To navigate to the Manage Bid Package Templates page:

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

    The System Administrator Dashboard page opens.

  2. Click Manage Bid Package Templates link in the Company Administration column.

    The Manage Bid Package Templates page opens.

  3. Follow a procedure below.

ClosedAdd a Bid Package Template

To add a bid package template:

  1. Click Add Bid Package Template.

    The Add Bid Package Template window opens.

  2. Enter the name of the template in the Name field.

  3. Enter a description of the template in the Description field.

  4. Select the budget type you want to use for your estimated budget from the Estimate Budget Column field.

    The Estimate budget column appears on the Conditioning page, and is used to store your budgeted / estimated amounts for the line items you are going out to bid for. There is no logic tied to this budget column—it is used to give you better visibility and variance comparisons.

    Important!

    Your bid manager will need to apply this budget column to their Budgets page before kicking off the bid package to be able to see the Estimate column.

  5. Select the budget type you want to use for your bid budget from the Bid Budget Column field.

    The Bid budget column is the budget column used to store the awarded conditioned amounts.

  6. Select the budget view you want to use for your bidders from the Budget View field.

    A budget view limits the line items seen per user class. You can control which user classes see which budget views by selecting a budget view from the Use this Budget View field on the Manage Budget Types page.

    Important!

    Always make sure that the budget view you select is the same budget view selected for your bidding budget type.

  7. If you want to kick off a workflow after the bid package has been awarded, select the workflow kickoff form from the Post Award Workflow field.

    For this functionality to work, the workflow kickoff form must be available for the entity type where you are conducting your bidding.

    You can configure a custom list in your workflow to automatically populate with the line items from your bid.

  8. Select the bid package kickoff page layout you want to use from the Package Kickoff Layout field.

    This is the form layout your bid manager will see when they first create this type of bid package.

  9. Select the bid invitation page layout you want to use from the Bid Invitation Layout field.

    This is the form layout used to create the invitation email sent by your bid manager to the bidders.

  10. Select the layout you want to use for your bid award and cancellation emails from the Bid Award and Cancellation Layout field.

    This is the form layout used to create the notification emails sent by your bid manager to the bidders. This layout contains one email for the winning bidder, one for the losing bidders, and one for if the bid is cancelled.

  11. Select the work flow you want to bid managers to use to solicit approval for the winning bid from the Award Approval Workflow field.

    Learn more about Award Approval work flows and how they are configured.

  12. To select which users should be automatically assigned to the bid package:

    1. Click Right Arrow A gray arrow button pointing right. to the right of the job title you want to select.

      The job title moves to the field to the right of the Bid Package Assignee table.

    2. Repeat step a until you have selected all job titles which should be automatically assigned.

      This functionality is used to determine which users should see the bid package in the My Bid Packages dashboard widget.

  13. To select which users should be automatically assigned to questions from bidders:

    1. Click Right Arrow A gray arrow button pointing right. to the right of the job title you want to select.

      The job title moves to the field to the right of the Q&A Assignee table.

    2. Repeat step a until you have selected all job titles which should automatically be assigned questions from bidders.

      If there is not a member on the project who has one of the selected job titles, the question will not be automatically assigned.

  14. Enter any internal notes for this bid package template in the Notes field.

    We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.

  15. Select the check boxes for the entity types you want this bid package to be available for.

  16. Select the portfolio you want this group to be available for from the Available for the following Portfolios / Capital Programs field.

    All Portfolios / Capital Programs is selected by default. You can select multiple options.

  17. Click Add.

    The window closes. Your bid package appears in the table.

ClosedDefault Bid Breakouts

You cannot add bid breakouts to a bid package template until the bid package template has been added to your firm.

The Default Bid Breakouts tool allows you to add default non-budget-impacting line items to a bid package template. This tool is 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.

Bid managers and bidders can also add, edit, and delete bid breakouts at the bid package-level. The Bid Manager can only add breakouts that are associated with line items in the entity’s budget template. This supports the use case where you create a bid package template that is used for multiple project types.

Important!

Default bid breakouts are only added when the bid package template is first applied to an entity—if you add a new default breakout, it will not appear on an existing bid package.

ClosedAdd Bid Breakout

The Bid Manager can only add bid breakouts that are associated with line items in the entity’s budget template to their bid package. This supports the use case where you create a bid package template that is used for multiple project types.

To add default bid breakouts:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Breakouts.

    The Edit Default Bid Breakouts window opens.

  3. Click Add Default Bid Breakout.

  4. Select the Budget Line Item field.

    The budget view selected for this bid package template opens in a larger window.

  5. Select the budget line item you want to add a breakout for.

  6. Enter what the breakout should be used for or information you want to request about the bid line item in the Description field.

  7. Click Add.

    The breakout is added to the Edit Default Bid Breakouts window.

  8. Click Close.

    The Edit Default Bid Breakouts window closes.

  9. Click Update.

    Your changes are saved.

ClosedEdit Bid Breakout

To edit breakouts:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Breakouts.

    The Edit Default Bid Breakouts window opens.

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

    The Edit Default Bid Breakout window opens.

  4. Make your changes.

  5. Click Update.

    The Edit Default Bid Breakout window closes.

  6. Click Close.

  7. Click Update.

    Your changes are saved.

ClosedDelete Bid Breakout

To delete breakouts:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Breakouts.

    The Edit Default Bid Breakouts window opens.

  3. Click Delete in the Actions column of the record.

    A dialog opens, asking you to confirm your choice.

  4. Click Yes.

    The dialog box closes, and the page refreshes. The breakout record no longer appears.

ClosedDefault Bid Alternates

You cannot add bid alternates to a bid package template until the bid package template has been added to your firm.

The Default Bid Alternates tool allows you to add multiple alternatives to a line item in your 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.

Consider carefully before adding default bid alternates to your bid package template. The reason we recommend this is that while you can add and update bid alternates on a bid package in bulk via our Import tool, you cannot remove alternates in bulk. Your Bid Managers would need to remove them manually.

Bid Managers can also add, edit, and delete bid alternates at the bid package-level. The Bid Manager can only add alternates that are associated with line items in the entity’s budget template. This supports the use case where you create a bid package template that is used for multiple project types.

Important!

Default bid alternates are only added when the bid package template is first applied to an entity—if you add a new default alternate, it will not appear on an existing bid package.

ClosedAdd Alternate Line Items

The Bid Manager can only add bid alternates that are associated with line items in the entity’s budget template to their bid package. This supports the use case where you create a bid package template that is used for multiple project types.

To add alternate line items:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Alternates.

    The Edit Default Bid Alternates window opens.

  3. Click Add Default Bid Alternate.

  4. Select the Budget Line Item field.

    The budget view selected for this bid package template opens in a larger window.

  5. Select the budget line item you want to add an alternate for.

  6. Enter a description of the alternate line item in the Description field.

  7. Click Add.

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

  8. Click Close.

    The Edit Default Bid Alternates window closes.

  9. Click Update.

    Your changes are saved.

ClosedEdit Alternate Line Items

To edit alternate line items:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Alternates.

    The Edit Default Bid Alternates window opens.

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

    The Edit Default Bid Alternate window opens.

  4. Make your changes.

  5. Click Update.

    The Edit Default Bid Alternate window closes.

  6. Click Close.

  7. Click Update.

    Your changes are saved.

ClosedDelete Alternate Line Items

To delete alternate line items:

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

    The Edit Bid Package Template window opens.

  2. Click Default Bid Alternates.

    The Edit Default Bid Alternates window opens.

  3. Click Delete in the Actions column of the record.

    A dialog opens, asking you to confirm your choice.

  4. Click Yes.

    The dialog box closes, and the page refreshes. The alternate record no longer appears.

ClosedEdit a Bid Package Template

To edit a bid package template:

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

    The Edit Bid Package Template window opens.

  2. Make your changes.

  3. Click Update.

    The window closes. Your changes are saved.

ClosedDelete a Bid Package Template

To delete a bid package template:

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

    A dialog opens, asking you to confirm your choice.

  2. Click Yes.

    The dialog box closes, and the page refreshes. Your bid package no longer appears on the page.

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