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Manage Bid Package Templates

Your organization can solicit, collect, and manage bids from bidders with bid packages in Projects and Capital Projects with the Bidding sub-module. Bid managers can add, edit, and delete bid package templates, bid breakouts, and bid alternates.

Your Administrator must configure Lucernex bidding before you can use it.

Click Admin > Manage Bid Package Templates.

Add a Bid Package Template

  1. Click Add Bid Package Template.

  2. Complete Add Bid Package Template in the window that opens:

    • Name: Template name that displays in the list of bid package templates available when you add a bid package.

    • Description

    • Estimate Budget Column: Budget type to use for your estimated budget.

      Displays on the Conditioning page and stores your budgeted / estimated amounts for the line items you plan to bid, providing better visibility and variance comparisons.

      The bid manager must add the budget column to their Budgets page before kicking off the bid package to ensure the column displays.

    • Bid Budget Column: Budget type to use for your bid budget.

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

    • Budget View: Determines the line items bidders can update. Select the same Budget View as the one selected for your bidding budget type.

      User classes that budget views are available for is determined by the Use this Budget View field on the Manage Budget Types page.

    • Post Award Workflow: Workflow kickoff form to use after the bid package is awarded.

      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.

    • Package Kickoff Layout: Form layout displayed to bid manager when they first create this type of bid package.

    • Bid Invitation Layout: Form layout used to create the invitation email sent by your bid manager to the bidders.

    • Bid Award and Cancellation Layout: 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 canceled bids.

    • Award Approval Workflow: Work flow bid managers use to solicit approval for the winning bid from the field.

    • Bid Package Assignee: Users with selected Job Titles are automatically assigned to the bid package. This determines the users who can view the bid package in the My Bid Packages dashboard widget.

      To select a job title, click Right Arrow A gray arrow button pointing right. in each row of the job titles you want.

      You can take over bidding related activities for a bid package when the user who created a bid package is no longer available, such as removing losing bidders from the bid package, and reinviting bidders if one of the following is true:

      • You are a member of the project and have the same user class as the bid package creator.

      • You are a member of the project and you are a bid package assignee because your Job Title is in the list of bid package assignees.

      If you do not meet these criteria, but need to take over bidding activities for a bid package, your System Administrator can add you to the project and do one of the following:

    • Q&A Assignee: Users with selected Job Titles are automatically assigned questions from bidders.

      To select a job title, click Right Arrow A gray arrow button pointing right. in each row of the job titles you want.

      If no members of the project have a selected Job Title, questions are not automatically assigned.

    • Notes : Internal notes for this bid package template.

      Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.

    • This Template will be available in: Select each entity type this bid package is available for.

    • Available for the following Portfolios / Capital Programs: Select the portfolio you want this group to be available for.

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

  3. Click Add.

ClosedEdit a Bid Package Template

  1. Click Edit in the Actions column of the bid package template.

    The Edit Bid Package Template window opens.

  2. Make your changes in the Edit Bid Package Template window that opens.

  3. Click Update.

ClosedDelete a Bid Package Template

  1. Click Delete in the Actions column of the bid package template.

  2. Click Yes in the confirmation window that opens.

Default Bid Breakouts

Once you add a bid package template, you can add default non-budget-impacting line items to it as Default Bid Breakouts. Use this when bid managers or bidders want to request or provide additional context for a bid line item. For example, you can 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 to their bid packages that are associated with line items in the entity’s budget template. This supports scenarios where you create a bid package template that is used for multiple project types.

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 does not display on an existing bid package.

ClosedAdd Default Bid Breakout

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Breakouts.

  3. In the Edit Default Bid Breakouts window, click Add Default Bid Breakout.

  4. Select Budget Line Item you want to add a breakout for.

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

  5. Enter a Description of what the breakout should be used for, or information you want to request about the bid line item.

  6. Click Add in the Add Default Bid Breakout window.

  7. Click Close in theAdd Default Bid Breakout window.

  8. Click Update in the Edit Bid Package Template window.

ClosedEdit Bid Breakout

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Breakouts.

  3. In the Edit Default Bid Breakouts window Actions column, click Edit next to the breakout you want.

  4. Make your changes.

  5. Click Update in the Edit Default Bid Breakout window.

  6. Click Close in the Edit Default Bid Breakouts window.

  7. Click Update in the Edit Bid Package Template window.

ClosedDelete Bid Breakout

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Breakouts.

  3. In the Edit Default Bid Breakouts window Actions column, click Delete next to the breakout you want.

  4. Click Yes in the confirmation window that opens.

Default Bid Alternates

Once you add a bid package template, you can add Default Bid Alternates to a line item in that 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.

Bid Managers can 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 scenario where you create a bid package template that is used for multiple project types.

If adding Default Bid Alternates with our Import tool consider carefully the Default Bid Alternates you add as they cannot be removed in bulk using this tool. Bid Managers can remove Default Bid Alternates manually.

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 does not display in an existing bid package.

ClosedAdd Alternate Line Items

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Alternates.

  3. In the Edit Default Bid Alternates window, click Add Default Bid Alternate.

  4. Select the Budget Line Item you want.

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

  5. Enter a Description

  6. Click Add in the Add Default Bid Alternate window.

  7. Click Close in the Edit Default Bid Alternates window.

  8. Click Update.

ClosedEdit Alternate Line Items

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Alternates.

  3. In the Edit Default Bid Alternates window Actions column, click Edit next to the alternate you want.

  4. Make your changes.

  5. Click Update in the Edit Default Bid Alternate window.

  6. Click Close then in the Edit Default Bid Alternates window.

  7. Click Update in the Edit Bid Package Template window.

ClosedDelete Alternate Line Items

  1. Click Edit in the Actions column of the bid package template.

  2. In the Edit Bid Package Template window, click Default Bid Alternates.

  3. In the Edit Default Bid Alternates window Actions column, click Delete next to the alternate you want.

  4. Click Yes in the confirmation window that opens.

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