Using the Table of Contents

This Table of Contents contains links on which you can click to help navigate the manual.

Home Screen

The Home Screen is the default e-Builder landing page. Current and actionable information is displayed about your projects each time you login or refresh the Home page.

Take a minute to identify the following on the Home Page.

• Tabs across the top of the page that open different modules
• The Recent Pages drop down menu located on the left side of the page
• The Quick Start links on the left side of the page
• Workflow in your court
• My first 10 tasks
• Submittal items in your court
• Items pending approval
• The project selection drop down
• The Announcements area
• The Calendar area

Workflow in your court

e-Builder determines items that are most important for you to look at or work on by pulling information from e-Builder modules for all of your projects. Those items are considered "Workflow in your court". Each time you access this module or refresh the Home page, the most current data is populated; ensuring that all information is accurate and in real time. The graphic is an example of Workflow in your court.

You can control the number of items that appear in Workflow in your court, Submittal items in your court and Items Pending Approval by using the Show drop down above each respective table.

The table for Workflow in your court displays the Project, Name, Subject, Step and Due Date.

• To access the process or form on which your action/comment is required click on the blue link in the Name column and a popup will display with process details.
• To go the processes/form page for that project click the blue link in the Project column.

My First 10 Tasks

This area of the product is not currently used by MIT DoF.

The first 10 tasks which you have been assigned as a resource or manager will be listed in chronological order. If you are  a manager who receives notification when tasks reach a certain level of completion, these tasks will display in your court as well.

Use the Show option to control the number of tasks that appear in the list.

The table for My First 10 Tasks displays the Project, Task, Finish Date, Completion percentage and Manager.

Submittal Items in Your Court

This area of the product is not currently used by MIT DoF.

This table displays submittal items. There are two filters for this table:

Filter by Action allows you to see either All in my Court, Action Required or Forwarded and No Response. The latter option displays items that have been forwarded for review on which action not yet been taken. Show allows you to determine the number of Submittal items displayed.

The table for Submittal Items in Your Court displays the Project, Title, #, Rev #, Package #, Status, Due Date and Held By information.

Items Pending Approval

This area of the product is not currently used by MIT DoF. Approvals are handled by workflow within processes.

This table displays cost items that are awaiting approval. MIT Facilities uses processes to obtain most approvals so this table is not being used at this time.

This table displays the Project, Item Type, Item #, Approval Requested by, Date Approval Requested and Amount.

Access Delegation

Acting in a timely manner on items that are in your court is important. When you are not going to be able to monitor and take action on e-Builder for Items in your court, for example during vacations, you should delegate your authority in e-Builder.

To delegate your authority:

1. On your e-Builder home screen, click on the arrow next to your name.

2. Click on Setup.
   
   

3. In the left hand column under “My Settings”, go to “Personal Information.”
   
   

4. Click on “Access Delegation.”
   
   

5. Steps:

   1. Grant Access

   2. Set the user and duration (Start/End Date & Times are required).

   3. Click “Grant.”

Announcements and Calendar Events

On the right side of the Home page are MIT specific announcements including contact names should you have issues with e-Builder as well as Help Desk session times and locations.

Under announcements are the calendar events occurring for today’s date created in e-Builder.  Events are created through the Calendar module in a project.  Click on the event for more information.

Navigation

Top Tabs vs Left/Project Menu

Module tabs open modules at the summary level.  The summary level typically aggregates and displays information for multiple projects. If you wish to see information for a single project you must select the project from the Project drop down menu.

Left/Project Menu options are project specific.  In other words, you must first select a project to view these options. If from here you click on one of the top tabs, you will exit the project and will need to re-select it.

Once you have opened a project you can navigate through the folders for which your role has been given permission. See the section of this manual devoted to Project Documentation for more information.

Recent Pages

Displays a list of recently used e-Builder pages.

Quick Start

This menu allows you to start any form or process instance. The default menu options contain a combination of the first ten processes/forms that you have permission to modify. The ten listed forms/processes will automatically update based on your usage. The most recently created instances will append to the top of the menu list.

First select the desired form or process type from the Quick Start menu. Then from the popup window select the corresponding project and create your instance.

If the form or process you are looking for is not displayed in the defaulted menu list, click the ‘More’ link. The ‘More’ link gives you access to the remaining instances you have permissions to modify.

Once the form/process has been created you will need to access it by first opening the project.

Project Dropdown Menu

The project dropdown menu allows you to open and switch between projects to which you have been granted access.

To quickly find your project you can start typing the project name or project number and it will narrow the list in the menu.

Search

By default the search prioritizes words from left to right unless one of the search methods listed below is used.

• Search through the custom field values and notes where applicable.

• Ignore any of the noise words listed below.

Search Methods

• Phrase search (""): Double quotes around a word or phrase will search for an exact match to what's in the quotes.

• Exact word search (+): Placing a plus sign immediately before a single word is the equivalent of putting double quotes around that single word. By default the search will look for other forms of a search word. ex: A search of 'test' will look for test, testing, tests, etc. This will eliminate searching for those other forms.

• Terms to exclude (-): Putting a minus sign immediately before a single word will exclude that word from the search results.

• AND operator: Placing AND in all caps in between words/phrases will search for both phrases/words equally.

• OR operator: Placing OR in all caps in between words/phrases will search for either phrase/word.

• (): Parentheses can be used in conjunction with AND and OR to further specify what needs to be searched for ex: (word1 AND word2) OR word3.

Noise Words

$, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, a, b, c, d, e, f, g, h, i, j, k, l, m, n, o, p, q, r, s, t, u, v, w, x, y, z, about, after, all, also, an, and, another, any, are, as, at, be, because, been, before, being, between, both, but, by, came, can, come, could, did, do, does, each, else, for, from, get, got, had, has, have, he, her, here, him, himself, his, how, if, in, into, is, it, its, just, like, make, many, me, might, more, most, much, must, my, never, now, of, on, only, or, other, our, out, over, re, said, same, see, should, since, so, some, still, such, take, than, that, the, their, them, then, there, these, they, this, those, through, to, too, under, up, use, very, want, was, way, we, well, were, what, when, where, which, while, who, will, with, would, you, your

Search Notes

• Search allows you to complete a key word search on any area of a project across all projects.
• Documents search is restricted to a single project due to the number of results a key word can cause.
• The search can be narrowed down by first selecting a project.

Project Details

All project participants have access to the Project Details page. Key information about the project, including status and target dates can be found in the Project Details. While all project participants can view information, only those with appropriate roles and permissions for the project can edit the details.

Project details should be kept up to date throughout the life of the project. The Project Manager has primary responsibility for updating this information.

To open the Project Details page:

1. Select a project.

2. Locate the Project Menu on the left side of the page and click the Details link.

If you are able to edit Project Details an Edit button will appear on the page.

To edit Project Details:

1. Click on the Edit button

2. Update the project information in the details page.

   1. Project roles cannot be updated here.

   2. To change project members, please use the 01.03 - Add Existing User to a Project (ADDRE) process or an Action Item form.

3. Click the Save button.

Edit Project

The Project Details include:

• The project name
• The name of e-Builder Project Administrator
• The project status
• Address
• Country
• Start Date
• Target Date
• Description
• Project Webcam
• Last Modified By
• Date Last Modified

Notes

Notes can be added to the project here

Project Documents

Access to project documents is limited to e-Builder users who are assigned to the project.

Access to Documentation

There are two ways to access project documentation.

If you have already opened and are working with a project, click the Documents link in the left side Project Menu.

You may access documents from the Documents tab at the top of the Home page, but you will need to select the project before viewing its documents.

Document (Folder) Structure

A standard set of folders is added to each new project. All project documentation should be placed into an appropriately named folder. The image below shows the top level folder structure. Use the Expand All option to see the complete structure in your project or use the + option to expand only one part.

Your role on the project determines:

• the folders you are able to view and use
• your ability to edit, rename or change folders or documents

Folders accessible to external users who are part of the project, for example designers or contractors, are identified with an (E). When adding documents to folders marked with an (E) be sure that you want external users to have access to the information contained in the document.

Upload Multiple Documents

Upload multiple documents into a folder in one step by dragging documents from the folder on your computer to the right hand side of the e-Builder screen.

Menus

The menu under folder name on the right side is for multiple documents.  You would select the checkbox to one or more documents and click on an option (Download, Send, Compare, etc.)

The menu under the file name is just for that file. 

Email into a Project Folder

Anyone can email messages/documents into certain e-Builder folders.

The domain for emailing to a project folder is: docs-us2.e-builder.net

 The folders enabled for email are identified by a folder/email icon in the folder list. (see below)

To share the email address for a folder: 

1. Click on the folder name.

2. Click on Properties.

3. Copy and share the folder address.

If you wish to enable email into a folder that is not set up for it contact an e-B administrator for assistance.

Sending Documents

Within the documents module you have the ability to send the document to users or nonusers of e-Builder from within the folder.

From the project documents page:

1. Select the document or documents you want to send.

2. Click the Send link (top link if multiple documents, link under document name for just that one)

3. You will have an option of

   1. Fax:  Sends to a fax machine anything that can be converted to a PDF

   2. Email: Send the native file or a PDF to any valid email address

      1. As Attachments – will physically attach the document to the email

      2. As Link – will provide a link to the document in e-Builder.  They do not have to be an e-Builder user to access.  This is recommended if sending large files that may be rejected by the recipient’s IT. 

   3. Notify:  Use inform another e-Builder user that the file is in the folder.  They will be provided a link to that folder and will be required to login.

4. In your email message, paste the email address. 

Check Out versus Download

A document that has been checked out by a user is temporarily locked by that user.  Another user will not have the ability to upload a new version of the document until that document has been checked back in.  This helps prevent multiple people updating different versions of the same document.

A document that has been checked out will have a check mark in over the document icon next to the document name.  If you hover over that icon it will list the person’s name who checked out a document.  To check the document back in, a new file with the same name can be uploaded to the folder by the user that checked out the document and it will automatically check the file back in.

Download is used when you do not need to make any updates and would like to review or distribute the file outside of e-Builder.

From time to time it may be necessary to review information about projects to which you are not assigned. To do so you should use View Only rights.

View Only: Access Documents for Other Projects

All Program Managers, PMs, and PCs have been granted “View Only” rights so that information and documents about projects to which a user is not assigned can be viewed and downloaded. For example, an e-Builder user may wish to review project documents related to work done on a building as part of a prior project.

View only is a mode which you must enable. When finished you must disable the view only mode and return to using your login account.

To use View Only mode:

1. 1. Open e-Builder.

   2. In the top right corner, click on the arrow by your name.

   3. Click on “View Only”
      
      

   4. To exit from View Only mode, go back to the top right and click on your own name.
      
      

All project documentation should be added to/stored in e-Builder. When internal or external participants are uploading files into the system, they are required to specify a folder in the document structure, which ensures that all files within the system are stored in a central location.

The advantages of using the e-Builder documents module are:

• All project members are able to access the most up-to-date files from any location, at any time.
• The Documents module makes it easy to share documents via email, fax or through notification.
• Collaboration is enhanced as team members are able to work on files collectively, check files in and out of the system, and redline documents while maintaining document version control.

Forms

Forms are used to have a ball-in-court communication.  The initiator selects and submits a form and sends it to another e-Builder user.  That person becomes responsible for responding.  They need to either complete the form and send it back or they have the ability to send it to others for additional comments or information.  Each send makes a new person responsible to complete the item until the initiator or a role with permissions marks it complete. 

Creating a Form

Select a Project:

1. Click on Forms in the left-hand column

2. Click on Fill Out Form on the right side of the screen.

   • Note:  You will only be able to fill out forms you have access to.

3. Select a Form.

4. Fill out the details of the form and select the recipient.  Recipients must be e-Builder users.

• Note:  All fields with a red asterisks are required before sending.

• Click the documents, processes or forms tab to attach supporting documentation.

1. Click “Post Form”

Replying to a Form

To find forms created related to a project:

1. In the Filter Forms:  Select Forms In My Court” , “Opened” and

   ‘All Workflow and Static Forms” and click filter

2. Select a Form in the grid.

3. Fill out the details of the form click Reply.  This will allow to send the form back to the originator and add comments.

4. Click “Reply” again.

   Note:  You can also forward the form to another user if additional review or action is needed.

    

Closing a Form

From in the Project Form Page:

1. In the Filter Forms:  Select Forms In My Court” , “Opened” and

   ‘All Workflow and Static Forms” and click filter

2. Select a Form in the grid.

3. Review the details, if everything looks complete, click “Close Form”.

EXAMPLE: Opening an Action item

Every project has a left hand navigation panel:

Forms is the SECOND Icon

Click the FORMS ICON

And you will see this in the main panel of the web page:

Then, click the button Fill Out Form

And you will see this:

Action Items is the first choice – click it and you will see this form that you can fill out:

 Once you've filled the Action Item form out, click "Post Form".

This will create a ticket that goes straight to an eBAdmin's court. When the eBAdmin completes the work you get notified by the system that the work has been completed. You will always be able to see it. Any comments added to it (by any eBAdmin) will notify you as well that there’s been activity on your request.

Cost

Click here for e-Builder documentation for the Cost module.

Cost Module

Other information about the cost module is below.

Processes

e-Builder Processes route information based on defined business rules. Processes improve communication and enhance collaboration among members of the project team. Forms in e-Builder are completed by project participants. When a form is submitted it is moved to the next step in the process for review or action by the appropriate actor. The MIT Facilities e-Builder team and steering committee has defined forms and workflow for MIT-specific processes. Some processes are integrated with the cost module. This allows the status of a cost item, such as an invoice, to be updated as approvals are received providing full and consistent visibility. Using e-Builder effectively requires users to complete workflow in their court accurately and in a timely manner so that processes are constantly moving information through the workflows.

Starting a Process

A Process is applicable within the context of a project. Therefore, to start a Process you must first select and be working within a project.

Follow these steps to start a Process:

1. Select a Project.

2. In the Project menu in the left hand column select Processes. Alternatively, you can select Processes from the top menu and then select the project you wish to work within.

3. Click on Start Process on the right side. This will open a page with a list of the processes you may start based on your role and project permissions.

4. Select a Process.

5. Fill in the process details.

6. Click the documents, processes or forms tab to attach any supporting documentation needed.

7. Click “Submit" to route the workflow to the next step.

Spawned Processes

To spawn a process means to allow the current process to start another process when the workflow enters that step. When the parent process spawns another process the workflow stays in the spawn step until the child (or spawned) process completes the start step. For example, a process for Potential Change Orders could spawn a Change Order Request process.

Process Name & Number

Allows you to always see what process you are in and the number instance it is on the project. 

Taking Action on a Process

You are required to take action when a process in the structured workflow reaches a step for which you are listed as an actor.

From the Project Process Page:

1. To see processes that are in your court use these settings in Filter Processes:
   
   Click Processed in My Court in the radio button group.
   Check Open for Type of Process.
   Choose All Statuses from the Status dropdown menu

   Select a Process in the table.
   
   

2. Fill in the details on the process and attach any supporting documentation

3. At the top of the page, there will be an Action drop down, select your action and click the button to move the workflow to the next step.

Allows you to always see what process you are in and the number instance it is on the project. 

Process Page Actions

Processes open in a separate browser window on your desktop. Other e-Builder windows remain open in the background.

Once you have reviewed the item in your court, click on one of the buttons to initiate the appropriate action. You will see only actions that apply to the process given the designed workflow and your role.

Action Dropdown

If you are an actor on a step and are responsible for completing the task you will see this drop down with the actions you may take.  Use the Show Workflow Diagram button if you wish to see the next process step.

History

Clicking on the Show History link displays all of the actions on this process; what steps it has gone through; who took action on those steps; the date/time and field values that have been changed and by whom.

Current Actor

The user(s) currently responsible for reviewing this step and taking action.

Current Step and Show Workflow Diagram

Click Show Workflow Diagram to display the entire process in a new window.  The current step will be outlined in blue.

Comments & Attachments

Click on the comments tab to add a comment or see comments from others.  In addition, any documents, another form or another process can be attached in the following tabs.

Schedules

Schedules provide a mechanism for tracking project tasks, duration, milestones and resources.

Actors and Responsibilities

Opening a Project Schedule

Open the schedule from within a  project by clicking the Schedule link in the left-side Project menu.

The Schedule page appears.

Schedule Page

The Schedule Details page is the most prominent page of the Schedule module. A number of actions can be taken from it and it is accessible to anyone with access to the project schedule. There are two main areas on this page, the Schedule Summary and the task list. The Schedule Summary provides an overview of the schedule details and project calendar. This section can be collapsed to increase screen real estate, which can be very convenient, as tasks list can be extremely long.

Project Details

The Details page allows the schedule manager to change:

• Start Date
• Hours per Day
• Hours per Week
• Days per Month
• Automatically calculate the % Complete (see below)
• Work Day Start Time
• Work Day End Time
• Work Week Days

Automatically calculate the % Complete

It is important to understand the impact of this option on updating linked tasks.

When schedule dates are in the past and Automatically calculate the % complete is checked, this option takes precedence.

It is recommended that this option remain unchecked until you are sure all your tasks are completely up-to-date. If you ever have to make changes to past events, always un-check this option and then continue working.

Updating a Schedule

The MIT-specific schedule template establishes tasks for Design, Procurement Services, Construction, Commissioning and Turnover and Occupancy under which the project manager may add sub-tasks. Note that Design has established subtasks for Scoping, SD, DD and CD. These tasks should be left intact. Schedule managers may establish sub-tasks where needed to maintain the schedule.

Click on the Pencil icon to update schedule rows. The icon changes to a disc and an "X"  to allow users to save or cancel a change.

Updating Tasks

Update tasks by clicking the right mouse button on the task you wish to edit.

Select the action from the menu and complete the subsequent menu to change the task. Be sure to click the OK button.

Adding Subtasks

Project managers may add sub-tasks to any of the template items.

Right button click on the task and choose Add to add a sub-task.

Activate the Schedule

By design, when a PM begins to work in a schedule it is viewable only to the Schedule Manager (the Project Manager) and the e-Builder administrator. This allows the Project Manager to develop the schedule and choose when to make it available to the rest of the project team.

When you wish to make the schedule available to others you must activate it.

To make the entire schedule viewable, select all tasks with check box located in the grey table header.  Choose Activate from the Actions dropdown menu that is next to the Add Task button.

You may also make parts of the schedule active by selecting only that item. For example, you may wish to have the design schedule be active, but not Procurement or Construction.

Export and Import from MS Project

There are a number of reasons you may want to import or export from or to MS Project.

For example, you may wish to export in order to print a GANT chart, which is only possible in e-Builder if you use the Reports module.

Export and Import are available options on the Schedule Ribbon bar.

Bidding

e-Builder Bidding Module

Click to access the e-Builder Bidding module.

Project Managers, and others who start and administer bids, use both the (04.01) Bidding (BIDa) process and the Bidding module to manage bids.

The Bidding process controls workflow for review and approval of bidder lists and bid documents Following the Bidding process will ensure that you release the bid at the proper time and that the system creates the Selection of Source form.

The Bidding module is where the bid is assembled and released for viewing and submission by bidders. The Bidding module supports tabulation of bids, bid leveling and award, and allows for communication to both awarded and non-awarded bidders. Project managers have the option of launching the PO process from the Bidding module which saves time by using the As Bid numbers as the schedule of values in the commitment (PO).

Learn more about the 04.01 Bidding Process by clicking here.

Continue reading this page to learn more about the Bidding module.

Key Concepts

Contact

To invite a potential bidder to bid on a project that bidder must be a Contact assigned to a Company in e-Builder. Because bids invitations are sent to specific contacts within a company, each invited bid contact must have an email address.

A Contact is different than an e-Builder user. Adding a Contact to a Company allows a bid invitation to be sent. An e-Builder user is someone that has been added to the e-Builder system for the purpose of participating in a project.

Contacts without e-Builder accounts do not have access to all of the information about a project; only the project bid information that the contact is invited to. For every contact that is invited to bid there will be a historical record of their participation in the contact details.

Company

Each e-Builder contact is associated with an e-Builder company. There can be more than one contact associated with a company, but only one company can be associated with a contact. Each contact can be an invited bidder and there can be more than one contact associated with a company that has been invited to bid. For every contact associated with a company that is invited to bid on a project there will be a historical record of their participation in the company details. 

Adding a Company/Contact

Process 01.01 Add New Company/Contact (NCOMP) can be used to request that a new company and/or contact be added to the MIT e-Builder System. A new company or contact can also be added as part of using the Bidding process.

Access the Bidding Module

There are two ways to access the bidding module.

1. Use the top (black) navigation tabs if you are not already working in a project. Click on the Bid Package Name for the project you wish to work with.
2. Click the Bidding link from the left hand Project menu (the Project menu is available only when you are working in a project)

Add Bid Packages - Bid Package Details

To add a bid package:

1. Click Bidding.
   
   
2. The Add Bid Package Details page appears.
   
   
   
   

Complete the fields required for this bid package. Only fields with an asterisk are required, however it is likely that you will use more than only the required fields. Each field on the page appears in the below table with an explanation of the field.

Access Bid Package Details Page for Existing Bids

To access the Bid Details Page for existing bids:

1. Click Bidding in the Project Menu.
2. The Bid Packages list page appears.
3. Select the Bid Package from the Bid Packages list. The Bid Package Details page appears.

Common Actions throughout Bidding Module

Manage Construction Codes

By default, the Manage Codes button displays after a bid package is created. Optionally, construction codes can be assigned to potential bidders, allowing you to group bidders by construction codes. This makes it easier to find and identify bidders if their names or contact information is not readily available. If you do not manage construction codes by the time a potential bidder is invited to bid, this option will no longer be available and the Manage Codes button will disappear.

Construction Codes are entered by the e-Builder administrator.

To manage construction codes:

1. Go to the Bid Package Details page.
2. Click Manage Codes. The Manage Construction Codes page appears. Available construction codes display in the Construction Codes box on the left.
3. Select the codes you wish to add to the project and then click Add. Selected codes display in the adjacent box.
4. Click Save.

Close Bid Packages

Project/Bid Managers should close the bid package once the bidding process is complete and the bid has been awarded. Once the project bid is closed, the status in the bid package details will change to closed. Once closed, the bid package can be reopened at a later date if necessary.

Closing the Bid Package revokes access to the bid package for all invited bidders except for the awarded bidder. When the bid package is closed bidders who have not been awarded will no longer see the bid package listed when they log into the bidder portal. Once the award has been granted, the awarded bidder can potentially be added as a licensed e-Builder user.

The Close Bid feature is available throughout the Bidding module on every tab of the Bid Package Details page.

To close a bid package:

1. Go to the Bid Package Details page.
2. Pick Close. You are prompted for confirmation.
3. Click Yes, Close the Bidding.

Send Messages

Sending a message allows you to broadcast a message to all project bid participants. Use this feature when there is an addendum or when you wish to answer a bidder's question and want to provide the answer to all invited bidders simultaneously.

The Send Message feature is available throughout the Bidding module on every tab of the Bid Package Details page.

To send a message:

1. Go to the Bid Package Details page.
2. Click Send Message. The Send Message to Bidders page appears.
3. Enter the Subject of the message in the Subject field.
4. Enter your message in the Message field.
5. To attach a file, click either Browse e-Builder or Browse Computer in the Attach File section.
6. To send the message to all invited bidders scroll to the Bidders Selected section and click Add All Invited. To send the message to certain contacts click Add to make you selections from the Lookup Dialog Box page.
7. Enter contact information to filter the contacts you want.
8. Click the check box next to the contacts you want to add.
9. Click Insert Selected, You are returned to the Send Message to Bidders page.
10. Click Send.

View Message History

Message History allows you to see a list of all outbound messages, including the Invitation to Bid message. Message History gives you access to the following information:

• Subject
• Date sent
• Sender
• Recipient(s)
• Delivery address
• Message status

The Message History is available throughout the Bidding module on every tab of the Bid Package Details page.

To View Message History

1. Go to the Bid details page.
2. Click Message History. The Message History page appears.
3. In the Messages section, click the subject of the message you wish to view. The Message Body Tab displays allowing you to see the message that was sent.
4. Click the Delivery Status tab to view the status of each message per recipient.

Show/Hide Bidding Information

The Hide Bidding Information link removes the Bidding Information table from view. This link appears on the Potential Bidders, Invited Bidders and Bid Documents tabs. It's purpose is to increase the amount of space on the page. Click the Show Bidding Information link a second time to return the Bidding Information table to view.

Process Pending Requests

When applicable, the Pending Requests link displays in the upper right corner of the Bid Package Details page. Accessing pending requests allows administrators, bid managers and bid contacts to process a bidder's request to bid on a project or to reopen a project bid.

Please contact an e-Builder administrator prior to using any of the options in Process Pending Requests. Taking an undesired action could result in corrupting a Contact's information.

Switch Views

Use the Bidders view. MIT DoF does not use Construction Codes with Bidding.

Bidders View

The Bidders View displays each potential/invited bidder, their company name, contact person, email, fax, phone number and the date their contact information was placed into e-Builder.

Construction Codes View

Do Not Use.

Working with Bid Details

The Bidding Details tab displays all of the project's bid information. By default, the Bidding Details tab is the first tab to display when accessing the Bid Package details. Depending on your role in the project, you are able to view and edit all the details of the bid package from this page. In addition you can take the following actions from this page:

• Close Bid Packages
• Edit Bidding Details
• Send Message
• View Message History
• View/Add Notes
• View/Attach/Remove Documents
• View/Fill Out/Attach/Remove Forms
• View/Attach/Remove Processes

Custom Fields Tab

Custom Fields are setup by the e-Builder administrator. For more information about using custom fields contact the e-Builder administrator.

Add Notes

The Notes tab allows users to quickly add notes of importance to the project bid. For instance a note might be added to let users know that an addendum is being prepared and is pending. Only internal users see Notes.

To add a Note:

1. Go to the Bid Package Details page.
2. Click the Notes tab.
3. Click Add Note.
4. Enter the Note in the Note field.
5. Click Save.

Attach/Remove Documents

You have the ability to view attached documents, attach documents or remove attached documents.

To view/attach documents:

1. Go to the Bid Package Details page.
2. Click the Documents tab located toward the bottom of the page. All available documents are listed.
3. Click Attach Documents. The Attach Documents dialog box appears.
4. In the Select Attachment Method section, select your method of attachment.
5. Click Browse for Files ...
6. Search for and select a document you wish to attach.
7. If you are attaching documents from e-Builder go to step 9.
8. Search for and select the e-Builder destination folder.
9. Click Attach Selected.

To Remove Documents:

1. Go to the Bid Package Details page.
2. Click the Documents tab located toward the bottom of the page. All available documents are listed.
3. Select the checkbox next to the document you want to remove.
4. Click Remove.

Attach Remove Forms

You have the ability to fill out forms, attach forms or remove forms.

To fill out forms:

1. Go to the Bid Package Details page.
2. Click the Forms tab located toward the bottom of the page. All available forms are listed.

3. Click Fill Out Form. The Fill Out Form on <Project Name> popup window displays with all available forms listed.

4. Click the title of the form you wish to fill out. The Fill Out Form window appears.

5. Enter all required fields.

6. Click Post Form.

To attach forms:

The forms tab allows you to attach supporting workflow to the project bid. The forms that can be attached are any open/closed forms that have been created in the project.

1. Go to the Bid Package Details page.
2. Click the Forms tab located toward the bottom of the page. All available Forms are listed.
3. Click Attach Forms. The Fill Out Form on <Project Name> popup window displays with all workflow forms in your court.
4. Select the checkbox next to the form you wish to attach.
5. Click Attach.

To remove forms:

1. Go to the Bid Package Details page.
2. Click the Forms tab located toward the bottom of the page. All available forms are listed.
3. Select the checkbox next to the form you want to remove.
4. Click Remove.

Attach Remove Processes

You have the ability to view attached processes, attach processes or remove an attached process.

To view/attach processes:

1. Go to the Bid Package Details page.
2. Click the Processes tab located toward the bottom of the page. All attached processes are listed.
3. Click Attach Processes. The Attach Processes from <Project Name> popup window displays with all available processes listed.
4. Select the checkbox next to the process you want to attach.
5. Click Attach.

To remove processes:

1. Go to the Bid Package Details page.
2. Click the Processes tab located toward the bottom of the page. All attached processes are listed.
3. Select the checkbox next to the process you want to remove.
4. Click Remove.

The Bid Package Details page is a central location in the Bidding module There are multiple tabs on the page from which you are able to manage the entire bid process. The tabs appear after the Bid Package Details are saved or when you access an existing bid package for editing/further development.

The tabs are:

Working with the Bid Scope

The Bid Scope Tab opens the page in which you define the scope of your bid for potential bidders. By defining a Bid Scope you require bidders to complete standard information that you define and in the order you choose.

The next several sections describe how best to work with Bid Scope.

Import Bid Scope

Not used by MIT Facilities at this time.

Apply Bid Scope Template

The Apply Template button provides access to two MIT-specific bid templates and to all of your past project bid packages which can be used as templates. When you are preparing a bid that is similar to one you released for a past project this feature is particularly useful.

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When you click on the Apply Template button the following menu appears.

Choosing the Bid Scope Template radio button allows users to choose either a Full or Level 1 (fewer lines) template from the Bid Scope Template drop down.

Choosing Project Bid Package causes two drop down menus to be populated, one for past projects and another for bid packages associated with those projects.

Create Sections

Creates a Section within the bid.

Add Items to Sections

Adds items within a section.

Add Formula

Changes the formula used to calculate bid totals.

Add Additional Information

The additional information feature allows you to capture and track pertinent data about potential bidders to help you make the best and most informed decision. You can choose to add questions that you require potential bidders to answer, include relevant data that potential bidders cannot see, use the data for bid tabulation or all of the above.

Individual additional information records can be added one at a time, or you can add records that have been used in different projects. Instructions for both methods are provided below.

Add Additional Information Records from a Project

1. Go to the Bid Package Details page.
2. Click the Additional Information tab.
3. Click Add from Project. The Add Additional Information window appears.
4. Click the Project drop down to select the project from which to copy the additional information records.
5. Select a bid package from the list of results.
6. Select the check box next to the records you wish to add.
7. Click Add.
8. Click Close.

Add New Additional Information Records

1. From the Bid Details page, click on the Bid Scope tab.
2. Click on the Additional Information tab.
3. In the Prompt/Question field enter the prompt or the question.
4. Select all the check boxes that apply.
   • Bidder Entry - Allow the prompt question to be visible for bidders to fill out.
   • Required - Select this check box to make the prompt/question a required field for the bidder to fill out.
   • Include in Bid Tabulation - Select this check box to include the prompt/question in the bid tabulation. The facilitate comparing bidders based on additional information.
5. Click Save.

Add Addenda

When there is a change to the bid scope, adding an addendum is a fast and easy way to get the information to all parties at once. When bidders log in to the bidding portal, they will able to view and acknowledge that they have seen all addenda items.

An addendum can only be added after an invitation to bid has been sent.

Addenda notifications are sent to all invited bidders whether or not they have responded to the invitation to bid.

To add an addendum:

1. Go to the Bid Package Details page.
2. Click the Bid Scope tab.
3. Click the Addenda tab.
4. Click Add Addendum. The Add Addendum for Bid Package popup window displays.
5. Enter all required information.
6. Click Save.

Export the Bid Scope to Excel

You may export the Bid Scope to Excel to share the estimates with those who may not have access in e-Builder.

To export the Bid Scope:

1. Go to the Bid Details page.
2. Click the Bid Scope Tab.
3. Click the Export to Excel icon.
4. Follow the operating system instructions.

Working with Potential Bidders

The Potential Bidders tab allows the project manager to add bidders who were approved as part of the Bid process to the project. Using this page provides an area in which you can stage your bidding list.

You may add potential bidders from Contacts or Add Bidders from other projects.

Add Bidders from Contacts

You can invite e-builder contacts to your bidders list and only those contacts that have at least an email address or fax defined can be added, otherwise they will not appear on the Contacts filter.

To add Bidders from contacts:

1. Go to the Bid Package Details page.
2. Click the Potential Bidders tab.
3. Click Add. The Lookup Contacts popup window displays.
4. Click Filter to see a full list of bidders, or use the filtering options to find contractors/vendors. Only bidders who were approved through the 4.0 Bidding process should be added here.
5. Select the checkbox next to the contact you wish to add.
6. Click Insert Selected.

Add Bidders from Project

You are able to add bidders from other projects. Doing so may save you time and resources. Note that only bidders from the approved bidder list as determined by the 4.0 Bidding process should be used regardless of the method you choose to add them to this project.

1. Go to the Bid Package Details page.
2. Click the Potential Bidders tab.
3. Click Add from Project. The Add Potential Bidders from Project page displays.
4. Enter all required fields.
5. Click Filter. A list of bidders that meet the filter criteria displays on the bottom portion of the page.
6. Click the checkbox next to the contact you wish to add.
7. Click Add.

Invite Potential Bidders

You invite bidders from the Potential Bidders page.

Select one or more bidders and click the Invite button.

In the subsequent page you should enter an invitation message. When finished click Send.

As a result of the Send step, invitations are sent and the selected bidder records are moved to the Invited Bidders tab.

Working with Invited Bidders

The Invited Bidders tab displays a list of all who have been invited to bid on the project. Those with appropriate permissions can access functionality to:

• Switch Views
• Re-Invite Bidders
• Print Invited Bidders List
• Invite Additional Bidders
• Export Invited Bidders List to Excel
• Update Bid Status
• Award/Revoke/Delete Bidder

Re-Invite Bidders

To re-invite bidders:

1. Go to the Bid Package Details page.
2. Click the Invited Bidders tab.
3. Select the checkbox next to the bidder(s) you wish to re-invite.
4. Click Re-Invite.Invite Bidder page appears.
   The
5. Click Send.

Print Invited Bidders List

To print the invited bidders list:

1. Go to the Bid Package Details page.
2. Click the Invited Bidders tab.
3. Click Print.

Invite Additional Bidders

With the appropriate approval you can add Bidders to a bid after it has been begun. To add more bidders:

1. Go to the Bid Package Details page.
2. Click the Invited Bidders tab.
3. Click Invite.
4. You may enter a message and Add/Remove additional contacts.
5. Click Send.

Export Invited Bidders List to Excel

Exporting the Bidders List is useful for bid analysis purposes.

To export the Invited Bidders List to Excel:

1. Go to the Bid Package Details page.
2. Click the Invited Bidders tab.

• Click the Export icon located directly above the Invited Bidders table toward the far right of the page.

Update Bid Status

e-Builder will automatically update the Status of the bid for each bidder based on their interaction with the Bidder's portal. However, the project manager can also manually adjust the status.

There are three Status settings.

If you wish to manually set the status:

1. Go to the Bid Package Details page.
2. Click the Invited Bidders tab .
3. In the Invited Bidders table click the drop down in the status column corresponding to the bidder for whom you wish to manually set a status.
4. Choose the Status.

Other Bidder Options

Other Bidder Options are set by clicking on the Bidder Options icon which is located in the Invited Bidders table to the right of the Status drop down menu.

Click the Bidder Options icon to:

• Re-Invite
• Revoke
• Award
• Delete

Working with Bid Documents

The Bid Documents tab displays all folders and files to which the invited bidders will have access. As part of creating and editing the Bid Details you must select a Bid Documents folder.

The Bid Documents folder is mapped to the e-Builder documents repository. Any files, sub-folders and the files within the sub-folders are visible/accessible to your invited bidders.

This page helps the Bid/Project Manager validate that the Bid Documents folder is set up properly and that no files meant for internal only consumption are included in the folder.

The following actions can be taken from the Bid Documents tab:

• View/Download Bidding Documents
• Display History of Invited Bidders

View Bidding Documents

1. Go to the Bid Package Details page.
2. Click the Bid Documents tab.
   All the folders and files that invited bidders have access to display as in the graphic below. If any documents should not be released externally go to the Documents repository and remove that/those documents.

3. Click on the name of any file you wish to review.

   

Download Bidding Documents

1. Go to the Bid Package details page.
2. Click the Bid Documents tab.
3. Click the checkbox next to the file you wish to download.
4. Click the Download button.

Display History of Invited Bidders

The History feature displays the history of all the invited bidders' activity within the Bid Documents folders.

To display the history of invited bidders' activity:

1. Go to the Bid Package Details page.
2. Click the Bid Documents tab.
3. Click the History button. The History table displays the history information.

Working with Questions and Responses

The Questions/Responses tab allows the Project/Bidding Manager to publicize questions and responses. All inquiries and responses posted are sent to all bidders via email or fax. This eliminates the need to send multiple emails. This tab displays questions submitted by bidders and allows you to post answers publicly or directly to the bidder.

An export feature allows information to be dispersed to those without e-Builder accounts, for example an Architect working on the project.

From the Questions/Responses tab you may take the following actions:

• Add Questions
• Respond to Bidder Questions
• Export Questions/Responses

Add Questions

To add questions:

1. Go to the Bid Package Details page.
2. Click the Questions/Responses tab.
3. Click Add Question. The Bidder Question popup window displays.
4. Enter all required fields.
5. Click Save.

Respond to Bidder Questions

When a bidder posts a question in the Bidder portal it will display on the Questions/Responses tab in e-Builder. A message will also display, indicating the number of awaiting responses. You have the option of answering the bidder's question and making the response public or closing the loop with the bidder directly.

To respond to a bidder's question:

1. Go to the Bid Package Details page.
2. Click the Questions/Responses tab.
3. Click the Respond link located next to the bidder's question. The Bidder Question pop-up window displays.
4. Enter your response in the Response field.
5. Select the Send the response to all Bidders checkbox to publicize the response or leave the box clear to respond directly.
6. Click Save.

Export Questions/Responses

To export questions/responses:

1. Go to the Bid Package Details page.
2. Click the Questions/Responses tab.
3. Click Export. The Export dialog displays.
4. To export only the unanswered questions, select the Only Unanswered checkbox.
5. Click Export Now.

Working with Bid Tabulation

Bid Tabulation works in conjunction with Bid Scope. After the bid scope has been defined you can tabulate the results of all submitted bids from the Bid Tabulation tab. Also when the Bid Tab is opened, documents submitted by each bidder to support their bid are moved to the folder designated to receive those documents when the bid details were completed. These documents are not available for viewing until the bid tab is opened. 

Note that when large documents are submitted to support a bid it may take a few minutes for the documents to appear in the designated folder.

Once the Bid Tab has been opened no other bids can be submitted by invited bidders. Please be sure that all anticipated bids have been received when the bid tab is opened.

The bid tabulation feature helps bid managers save a significant amount of time by arranging bids side-by-side for comparison. The tabulation is updated instantly whenever a change is made on either the bid tabulation itself or if a change is made through the bidder portal.

Adjusting Bidder's Values

If this setting is enabled in the bidding details you are able to adjust bidder values. As soon as the adjustment is made the change is reflected in the Bidder Portal for the bidder to view. When the bidder logs into the Bidder Portal adjusted amounts display in red and they are able to read your notes.

To adjust values:

1. Go to the Bid Package Details page.
2. Click the Bid Tabulation tab.
3. Click the title of the bidder's company. The Invitation Details page appears.
4. Click the Bid Details tab. An Adjust link appears next to each Total Cost Value.
5. Click the Adjust link next to the total you want to change. The Adjust Bid Amount popup window displays.
6. Enter all required fields.
7. Click Save.

Adjusted values will be used for PO's and commitments.