Bid Package Summary Page - Program Module

To add a bid package:

1. Click Add Bid Package.

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

   The Add Bid Package window opens.

2. Select the bid package template you want to use from the field.

3. Click Submit.

   The bid package kickoff form opens.

4. Complete the kickoff form.

   This form is customizable by your System Administrator. It will contain these fields at a minimum:

   • Title

   • Bid Open Date

   • Bid Close Date

     Once the Bid Close Date has passed, Bidders cannot submit bids or edit bids they have submitted. The only exception is if the Bid Manager has set a Bid Grace Period (see below).

     After the bid is closed, the submitted bids will appear on the Conditioning tab.

   The form may include the following fields:

   • Bid Grace Period and Bid Grace Period Time Unit

     The Bid Grace Period fields allow Bidders to submit bids past the bid close date / time. This grace period can be set for hours or minutes. Bidders will see the Bid Close Date and Time but will not be able to see the grace period.

   • Bid Contractor Notes

     This field is visible to both bidders and internal users. It is used to add comments for the bidders to see.

5. Click Add.

   The window closes. The bid package is added to the Bid Package Summary page.

Any modifications made to the bid package will generate an email notification sent to your bidders. You CAN change the bid close date after the bid close date has passed, as long as your user class has Edit-access to the Bid Package.

If you edit the bid close date, you will not be able to see the Conditioning tab until the close date has passed again.

To edit a bid package:

1. Click Edit.

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

2. Make your changes.

3. Click Update.

   Your changes are saved.

You can add more than one bid package to a program. This allows you to solicit bids from vendors for multiple aspects of your capital projects. Once you select which bid to view, you will be able to view the details of that bid on other tabs of the Program Bidding sub-module.

To view a different bid package:

1. Select the bid package you want to view from the menu to the left of the Actions menu.

   The page refreshes. The bid package you selected appears on the page.

2. Navigate the other tabs of the Program Bidding sub-module to view additional information about this bid package.

You can cancel a bid package at any point, UNLESS the bid has been awarded. When you click Cancel Bid Package button:

• the bid package is deactivated and removed from the menu to the left of the Actions menu

• the bidders are removed from the entity, unless they belong to another bid package

• any bidders who were invited to bid will receive an email notification

• questions and answers added to the bid package will remain accessible from the Forms page

• documents that have been added to the entity will remain accessible on the Documents page

To cancel a bid package:

1. Select the bid package you want to view from the menu to the left of the Actions menu.

   The page refreshes. The bid package you selected appears on the page.

2. Click Cancel Bid Package.

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

   A window opens.

3. Click Yes.

   The Canceled Bid Notification window opens. Your System Administrator may have configured an email to be sent to the bidders on the bid package.

4. Make any necessary changes to the cancellation email.

5. Click Send Email.

1. Navigate to the Forms page of the entity.

2. Select Open/Closed Items or Closed Items from the With Status filter.

3. Expand the bid package form line item.

4. Click Reopen link.

You can invite one or multiple Bidders per vendor to bid on a bid package. If more than one Bidder per vendor is invited, each Bidder will see the bid options available to Bidder users for their employer.

To invite bidders to the bid package:

1. Click the Invite Bidder.

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

   A window opens.

2. Locate the bidder you want to invite.

   You can use the Search field at the top of the window to search one or more columns in the table. To choose which columns to search, select the appropriate columns from the Choose Column(s) to Search field.

3. Click <invite> link in the Planned Invitation column for the bidder you want to invite.

4. Repeat steps 2-3 until you have selected the bidders you want to invite.

5. Click Next.

   The Bid Invitation page opens.

6. Enter the subject of the email you want to send in the Email Subject field.

7. Enter any details about the bid you want to include in the Email Body field.

   This field may already be pre-populated based on the parameters set by your System Administrator. If you have questions about the format of the email, contact your System Administrator.

8. Click Submit.

   The window closes. The invitation email is sent to the bidders.

You can resend a bid invitation to a bidder, or re-invite them to bid on a bid package if they have declined. The first invited Bidder to accept or reject a bid invitation does so for the whole vendor record. If a bid invitation is rejected in error, the vendor must request a new bid invitation.

To re-invite a bidder to a bid package:

1. Click Re-Invite link in the Bidder List next to the bidder you want to re-invite.

   The Invite Bidders window opens.

2. Enter the subject of the email you want to send in the Email Subject field.

3. Enter any details about the bid you want to include in the Email Body field.

   This field may already be pre-populated based on the parameters set by your System Administrator. If you have questions about the format of the email, contact your System Administrator.

4. Click Submit.

   The window closes. The invitation email is sent to the bidder.

Removing a Bidder from a bid removes all Bidder users from that vendor. If you only need to remove one Bidder user, remove the user from the Members / Contacts tab of the entity.

Removing a bidder from a bid package also removes them from the entity, unless they are invited to another bid package on the entity or they are part of a work flow.

To remove a bidder from a bid package:

1. Click Remove link in the Bidder List next to the bidder you want to remove.

   A dialog opens, asking you to confirm your choice.

2. Click Yes.

   The dialog box closes, and the page refreshes. The bidder is removed.

After the bid close date has passed, the submitted bids will appear on the Conditioning tab. The Conditioning tab is where you will compare bids and add comments to line items. Once you have completed your review, you will enable bid conditioning. Enabling the bids for conditioning will cause the bid and your comments to appear on the Bid Submission tab.

To enable bid conditioning:

• Select the Allow Conditioning check box for the bid in the Bidder List.

  The bidder is sent an email informing them that the conditioning period has begun.

To disable bid conditioning:

• Clear the Allow Conditioning check box for the bid in the Bidder List.

  The bidder is sent an email informing them that the conditioning period has ended.

Your System Administrator can configure your bid packages to go through a tiered bid award approval process. This gives them greater control over the bidding process by requiring you to seek approval for bids that exceed a certain amount, or by requiring you to seek approval regardless of amount.

The Award Approval action appears in the Actions menu of the Bid Package Summary page if two conditions are met:

1. Your System Administrator has configured this bid package template to require award approval, and

2. The bid close date has passed.

When the you click Award Approval button, the kickoff form for the bid award approval work flow opens. You and the approvers must complete the work flow. When the work flow is in progress, bids and bid package data cannot be edited.

If the bid award is approved, the value of the Bid Package Status changes to Approved. Once this happens, the Award button appears in the Actions menu of the Bid Package Summary page.

The Award action is only visible after the Bid Close Date has passed.

If you select a bidder other than the top-ranked bidder in the Award Bid window and award the bid to that bidder, the selected bidder becomes the top-ranked bidder .

To award a bid to a bidder:

1. Select the bidder you want to award the bid to from the Bidder List.

2. Click Award.

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

   The Select Winner window opens.

3. Confirm that the bidder you want is selected in the Select Bid Winner field.

4. Click Next.

   The Award Bid window opens.

5. Click Notify Winning Bidder.

   An email window opens. The fields in this window may already be pre-populated based on the parameters set by your System Administrator.

   If you have questions about the format of the email, contact your System Administrator.

6. Enter any additional information you want to send the winning bidder in the Email Subject and Email Body fields.

7. Click Send Email.

   The email is sent.

8. Click Close.

9. Click Notify Losing Bidders.

   An email window opens. The fields in this window may already be pre-populated based on the parameters set by your System Administrator.

   If you have questions about the format of the email, contact your System Administrator.

   Note:

   The Remove Losing Bidders after Notification? check box is pre-selected in this window. This check box will remove losing bidders from the project or capital project unless:

   1. the bidder has been invited to bid or accepted an invitation to bid on another bid package

   2. the bidder is assigned to a schedule task on the project or capital project

   As a best practice, we recommend you do not clear the Remove Losing Bidders after Notification? check box.

10. Enter any additional information you want to send the losing bidders in the Email Subject and Email Body fields.

11. Click Send Email.

    The email is sent.

12. Click Close.

13. Do one of the following:

    • If a post-award work flow is configured:

      1. Click Next.

      2. Complete the kickoff form for your post-award work flow.

         If you accidentally close the form, you can reopen it by following the Post-Award Work Flow procedures below.

         Post-Award work flows are highly configurable. Contact your System Administrator if you have questions about your firm's post-award work flow.

    • If a post-award work flow is not configured:

      • Click Close.

        The window closes. The Winning Bid column in the Bidder List is now updated to reflect who won the bid and who lost the bid.

1. Navigate to the Budget page of the entity.

2. Click Budget Creation.

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

3. Click Status link in the Actions column of the bid award budget column.

   The Status window opens.

4. Select the default status for the bid award budget column from the Status field.

5. Click Update.

   The bid is no longer awarded to that bidder.

Bid Managers can kick off a Post-Award work flow from the Actions menu. This allows Bid Managers to kick off the work flow even if they have closed the work flow kickoff form before completing it. Triggering the work flow in this manner will still auto-populate the data from the winning bidder.

To kick off the Post Award work flow from the Actions menu:

1. Select the appropriate bid package from the menu to the left of the Actions menu.

2. Click Post-Award Work Flow.

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

   The kickoff form for the Post Award work flow opens.

3. Complete the kickoff form for the work flow.

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.

Questions can be assigned to one or multiple users. The following information is relevant to this functionality:

• System Administrators can configure bid package templates to have default assignees for questions.

• When a question has been assigned to a user, the question it is shown in the Bid Q&A table of the My Form Assignments dashboard widget and the Forms page.

  The question is only visible to other Bidders on the bid package if the question is made public.

• If your firm has sealed bidding, bidder names will be anonymized in the Assignments field.

• You can assign a question to multiple users and you have the option to send the question as an email to users.

• Notifications go out in real time when the assignee is added.

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.

Public vs. Private Question Behavior

Shared Questions Behavior

Add Q & A

Edit Q & A

Once questions have been posted on a bid package, the person responsible for the bid package can add replies. Bidders will receive a notification when replies are added to their questions. Replies to a question inherit the setting of the Is Private? field from the parent question.

If a Bidder asks a private question and the question is made public, both the question and replies will be visible.

The member list in the Add Reply window is only visible to users who have the View Private Issue Allowed? setting set to Yes on their profile .

Reply to Q & A

Edit Reply

Depending on your security settings, you may be able to select a reply as the appropriate response for an answer.

To accept a reply:

1. Click Accept link in the Actions column of the record.

   A dialog opens, asking you to confirm your choice.

2. Click Yes.

   The dialog box closes. The answer you selected is marked as the accepted reply.

The Bid Package Facilities table lists all facilities associated with the program. Clicking the value in the Facility Name, Capital Project Name, or Portfolio columns will take you to the entity referenced in the table cell.

You can send a message to bidders directly from a bid package using the Bid Addendum. A bid addendum is most often used to inform bidders of ad hoc changes or updates to the bid package. Messages sent using this functionality are recorded in the Email Log.

There are no restrictions on when a bid addendum can be sent. However, if a bid addendum is sent after the Bid Close Date, losing bidders will not receive a notification.

Send a bid addendum

1. Click Bid Addendum.

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

   A window opens.

2. Enter a descriptive subject for your message in the Email Subject field.

3. Enter the contents of your message in the Email Body field.

   The Attention Email To will be pre-populated with the Bid Package Assignees and Bidders invited to the bid package.

4. If you want to add additional recipients or remove recipients:

   1. Select the user you want to add or remove.

   2. Click >> or << to move the user to the appropriate field.

   3. If you want to send an email to an external contact, enter the email address in the External Contacts field.

5. Click Send Email.

   The message is sent.