Add, Edit, Cancel, and Reopen Bid Packages

From a Project or a Capital Project, Bid Managers can Add, edit, cancel, or reopen a bid package.

Add Bid Package

1. Click Add Bid Package in the Actions menu in the rightmost side of the page.

2. In the Add Bid Package window that opens, select the bid package template you want, then click Submit.

3. Complete the kickoff form that opens.

   Your System Administrator customizes this form. It contains at least:

   • Title

   • Bid Open Date

   • Bid Close Date: Once the Bid Close Date has passed, Bidders cannot submit bids or edit bids they have submitted unless the Bid Manager has set a Bid Grace Period.

     Once the bid is closed, the submitted bids display on the Conditioning tab and may include

   The form may include:

   • Bid Grace Period / Bid Grace Period Time Unit: Enables bidders to submit bids past the bid close date / time in a period set in 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: Visible to both bidders and internal users. It is used to add comments for the bidders to view.

4. Click Add.

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

Edit Bid Package / Extend Bid Close Date

When you modify a bid package, an email is generated and sent to your bidders. You can change the bid close date after the bid close date has passed if your user class has Edit access to the Bid Package.

If you edit the Bid Close Date, the Conditioning tab is hidden until the close date is passed again.

If you extend a bid that is currently past its bid close date, the My Bids dashboard widget displays bid status Open.

1. Click Edit in the Actions menu in the rightmost side of the page.

2. Make your changes.

3. Click Update.

Cancel Bid Package

You can cancel a bid packages until the bid is awarded. When you cancel a bid package, that bid package is deactivated and removed from the menu to the left of the Actions menu:

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

• An email notification is sent to bidders who were invited to bid.

• Questions and answers added to the bid package remain available from the Forms page.

• Documents added to the entity remain available from the Documents page.

1. Select the bid package in the upper-right corner of the page, left of the Actions menu.

2. Click Cancel Bid Package in the Actions menu in the rightmost side of the page.

3. Click Yes in the confirmation window that opens.

   Your System Administrator may have configured an email to be sent to the bidders on the bid package.

4. In the Canceled Bid Notification window that opens, make your changes to the cancellation email.

5. Click Send Email.

Reopen Canceled Bid Package

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.