Bid Submission Page - Program Module

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.

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.

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 Distribute - [Line Item] window opens. This window gives you three options:

   • To apply a set amount to each capital project in the program:

     1. Select the Apply amount to each project option.

     2. Enter the amount you want applied in the Amount field.

     3. Click Apply.

        The amount is applied to each project. The total appears at the bottom of the window.

   • To split an amount evenly between each capital project in the program:

     1. Select the Split amount evenly across all projects option.

     2. Enter the amount you want split in the Amount field.

     3. Click Apply.

        The amount is evenly split between all projects.

   • To enter unique values for individual capital projects:

     1. Double-click the cell in the New Total column for the project you want to modify.

     2. Enter the value you want to charge for that project.

     3. Click elsewhere in the window.

        Your changes are saved.

     Note:

     Negative values cannot be added in this window.

5. Click Close.

   The updated values appear on the Bid Submission page.

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.

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.

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 link 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.

   Important!

   The amount you enter in this column should be the amount PER PROJECT. Once you upload the spreadsheet, the system will apply this value to each capital project in the program.

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.

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 Redistribute - [Line Item] window opens. This window gives you three options:

   • To apply a set amount to each capital project in the program:

     1. Select the Apply amount to each project option.

     2. Enter the amount you want applied in the Amount field.

     3. Click Apply.

        The amount is applied to each project. The total appears at the bottom of the window.

   • To split an amount evenly between each capital project in the program:

     1. Select the Split amount evenly across all projects option.

     2. Enter the amount you want split in the Amount field.

     3. Click Apply.

        The amount is evenly split between all projects.

   • To enter unique values for individual capital projects:

     1. Double-click the cell in the New Total column for the project you want to modify.

     2. Enter the value you want to charge for that project.

     3. Click elsewhere in the window.

        Your changes are saved.

   Note:

   Negative values cannot be added in this window.

4. Click Close.

   The updated values appear on the Bid Submission page.

After your bid has been submitted or conditioned, you will be unable to make changes to your line items. However, you can still view your bid line item information.

To view bid line item information:

• Click Magnifying Glass next to the item's cost in the Value column.

  The Distribution - [Line Item] window opens.