Create a Bid

Modified on Wed, 25 Feb at 7:46 AM

Table of Contents

Administration Tab
Instructions Tab
Vendors Tab
Vendor Invitation
Add a Vendor
Cost Items Tab
Attachments Tab
Questionnaire Tab
Requirements Tab
Summary/Solicit Tab

This section describes the steps to create a bid.

Step	Action
1.	Navigate to Function Dashboard, then click Bidding. The Bidding page displays.
2.	Click New Bid.
3.	Click +Add.

Step

Action

Navigate to Function Dashboard, then click Bidding.

The Bidding page displays.

Click New Bid.

Click +Add.

Administration Tab

Step	Action
1.	Complete the Administration tab as follows: Bid Number: Auto generated or manual entry. Bid Name: Enter a name for the Bid Bid Type: Use the drop-down menu to choose the bid type. Bid Format: Choose Open or Closed in the drop-down. PO Type: If configured, auto-populates. Lock Unit Cost for Vendor: Check the box to allow or not allow the vendor to edit the Unit Cost field in the Cost Line Item. Date Options: Select Date - specific dates for when the bid will expire (close). Number of Days - select the number of days from the open date for vendors to respond. Intent to Bid Date: Click the calendar icon and select the date vendor must respond their intent to participate. Expiration Date: Click the calendar icon and select the date the bid opens. Q&A End Date: Click the calendar icon and choose a date. If the date is future, answer/ask questions will be active. If the date has passed, they are inactive. Note: If left blank, the vendor can ask questions until the Expiration Date has passed. Bid Category: Is preconfigured. Currency Code: Choose a code from the Select Currency drop-down.
2.	Associate an existing project as follows: Click Find Project. Choose category in the Bid Category drop-down. Enter project data in the column fields, as applicable, else scroll to locate. Click green arrow on the project row. The Bid Record populates the project data.
3.	Add one or more project managers as follows: Scroll to the Project Roles pane. Complete the roles fields, as applicable, then click Save. Optional: Check the box Add More Project Managers. Click Find. Check the box(es) next to the role, then click Accept. Click Save, then click Next. Note: Click Save after each task is complete.

The Bid Manger can change this date (along with the other Bid dates) by clicking the Change Dates button on the Summary tab.

The Bid Manager can also change the Q&A End Date when Reopening a Bid. The Q&A End Date field will now be available along with the Reopened expiration date field on the popup.

Instructions Tab

This page is used to create a custom set of instructions that are project specific. This information will be given to the vendor on their main screen once they select a project.

Step	Action
1.	Choose a template in the Instruction Template field. Note: Templates must be saved before they are available.
2.	Type instructions in the Special Instruction field.
3.	Click Save, then Next.

Step

Action

Choose a template in the Instruction Template field.

Note: Templates must be saved before they are available.

Type instructions in the Special Instruction field.

Click Save, then Next.

Vendors Tab

The vendor’s screen is used to find and associate one or more existing Certified Vendor from the Project module. Users can export and delete any vendors from the bid, as applicable.

Step	Action
1.	Click Find Certified Vendors.
2.	Locate, then check the box(es) in the vendor row.

Step

Action

Click Find Certified Vendors.

Locate, then check the box(es) in the vendor row.

3.	Click Save. The vendor displays. Optional: Add non-certified vendor as follows: Note: Users with correct permissions can perform these steps. Click Find. Click +Add. Complete all fields, as applicable, then click Submit. The new vendor displays, and the vendor via email.
4.	Click Save, then Next.

Vendor Invitation

The vendor follows the registration link to complete the vendor creation process.

The vendor enters their new password for and clicks Register.

Now the non certified vendor can log in and see the Bid in Draft Bid Response menu item report.

The vendor fills out their bid response and submits it. Then the Bid Manager can award the bid.

Add a Vendor

If the Bid Manager wants to add more vendors after the bid is solicited, this can be done by opening the Solicited Bid (notice the record has tabs and is not a wizard view).

Step	Action
1.	Navigate to TBD. IMAGE Needed.
2.	Click the Vendors tab, then click Find Certified Vendors.
3.	Check the box(es) next to the vendor row.
4.	Click Save.
5.	Click Solicit Bid for New Vendors. The vendor is sent an email invitation.

Cost Items Tab

This section describes the steps to add line items to a bid.

Note: Line Items populate from the Projects module.

Step	Action
1.	Click Add Cost Items.
2.	Search the line-item list, else type data in the column fields and press Enter. A list of items display.
3.	Check the box(es) next to the line-item rows, then click Save. The line-items display in the Cost Items page.
4.	Edit data in each row, as applicable, then click Save.
5.	Optional: Click a row, then click Delete.
6.	Optional: Check box Lock Unit Cost for Vendor. The cost locks from changes by the vendor.
7.	Click Save, then Next.

Attachments Tab

Users can upload new files or associate any existing related documentation from the Project to be sent to the vendor as part of the bid process.

The folder structure is dictated by any documents uploaded in the Project module.

Step	Action
1.	Existing Project Files: Click to expand the folder in the Attachment Tree pane. Locate attachment, then click to attach or perform a drag and drop to Attachment pane. Click Save.
2.	New Project files: Click to select folder in Attachment Tree pane. Click Select in Attachment pane. Locate then select the file, then click Open. Click Save.
3.	Optional: Check the box next to the document row, then click Download.
4.	Optional: Check the box next to the document row, then click Delete. Click Delete on You sure you want to delete this document? pop-up. Click OK on the pop-up.
5.	Click Save, then Next.

Questionnaire Tab

This section describes the steps to apply a questionnaire, create custom questions and create a new questionnaire template.

Step	Action
1.	Choose a template in the Templates drop-down, then click Merge. The Questionnaire displays.
2.	Repeat Step 1 to add more questionnaire templates, as applicable.
3.	Click Replace. The questions are replaced by the new template.
4.	Optional: Click X on a question. The question is removed.
5.	Optional: Click to add a question type on the left pane (i.e., Drop-down, Text, Rating). Complete the question in the format chosen. Click Save.
6.	Save new template: Click Save as Template. Type template name in Name field. Click Save.
7.	Click Save, then Next.

Requirements Tab

This section describes the steps to apply previously created templates, add ad-hoc and project specific requirements, create multi-template requirements, or create unique templates.

Step	Action
1.	Choose a template in the Templates drop-down, then click Merge. The template displays.
2.	Repeat Step 1 to add more requirements templates, as applicable.
3.	Click Replace. The questions are replaced by the new template.
4.	Optional: Click X on a question. The question is removed.
5.	Optional: Click to add a question type on the left pane (i.e., Drop-down, Text, Rating). Complete the question in the format chosen. Click Save.
6.	Save new template: Click Save as Template. Type template name in Name field. Click Save.
7.	Click Save, then Next.

Summary/Solicit Tab

The Summary/Solicit Information screen of the Bid Wizard gives the end user a final overview of the Draft Bid for review.

Step

Action

Review the bid is complete and accurate.

Edit the following fields as applicable:

Administration
Vendors
Instructions

Click Save, as applicable, then click Solicit.

The bid status is set to Solicited.

Select date in Open Date Options drop-down.

Notes:

This date dictates when the project is sent to vendors.
If Date Options was set to Number of Days, then the Bid Open Date will default to the date/time when the Solicit button is clicked.

If date chosen is…

Then…

Today

TBD

Future Date and Time

Click the calendar in Open Date field and choose a future date and time.

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