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Project Managers, and others who start and administer bids, use both the (04.01) Bidding (BIDa) process and the e-Builder Bidding Bidding module to manage bids.
The 04.01 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, leveling and the award, and allows for communication to selected and not selected biddersboth 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.
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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 4.0 Bidding process.
Access the Bidding Module
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- Use the top (black) navigation tabs if you are not already working in a project. Then select your project.
- Click the Bidding link from the left hand side Project menu (the Project menu is available only when you are already working with in a project.)
Add Bid Packages - Bid Package Details
To add a bid package:
- Click Add Bid Packages Bidding.
- The Add Bid Package Details page appears with the Project and Project Number displayed at the top of the page. Required fields are designate with an asterisk.
Complete the fields .
Complete the fields required for this bid package. Only fields with an asterisk are required, however
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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.
| Field | Description |
|---|---|
| Bid Package Name | Enter the name of the Bidding Package. The name will be seen by bidders and identifies the bid package to |
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| them. | |
| Bid Package Description | A description of the bid that is seen by invited bidders in the bidding portal. |
| Pre-Bid Meeting Date Time | The date and time for the pre-bid meeting or site walk. |
| Pre-Bid Meeting Location | The location of the pre-bid meeting or gathering point if the meeting includes a site walk. |
| Required to attend pre-bid meeting. | Check the box if you are requiring attendance at the pre-bid meeting in order to accept bids from potential bidders. |
| Bidding Contact | This field defaults to the project manager as assigned in e-Builder. |
| Bid Start Date/Time | The time that the bid will be visible to invited bidders in the e-Builder bidders portal. |
| Bid Due Date/Time | The date and time that bids are due. |
| Bid Time Zone | The time zone for the above time related items. In most cases this field will remain unchanged as it defaults to Eastern time. |
| Tentative Award Date | The expected date |
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| of the reward. |
| Tentative Work Start Date |
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| The planned start of the work. |
| Tentative Work Finish Date |
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| The planned finish date. | |
| Allow Bids After Due Date | Use this option to allow bids to be submitted after the due date has been reached. Bidders |
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| do not see this date but using it will make it possible to accept late bids. |
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| Bid Instructions Document | Use the Bid Instructions Document that is provided to you. |
| Allow Electronic Bid Submission | Always enable this option as MIT Facilities wishes to accept only electronic bid submissions. |
| Bid Documents Folder | The folder into which bid documents are placed. These are documents intended to aid bidders. All documents in the Bid Documents folder will be accessible to all bidders. |
| Bid Response Supporting Documentation Folder | The folder into which supporting documentation from bidders will be placed. The actual bidder provided documents will be placed into a system generated sub-folder within the folder specified. This will separate documents by bidder for easier review. |
| Supporting Documentation Required | Check the checkbox to require the bidder to include at least one supporting document at the time they submit their bid. |
| Bid Submission Custom Fields | Not used |
| Allow Public Bids | Do not check this box. MIT Facilities does not anticipate using public bids. |
| Bid Award to Commitment | When a bid is awarded a purchase order/commitment will be generated. When released, this will start the 04.04 Issue PO process. |
| Include Bid Response Attachments | Check this box to include such attachments. |
| Bid Item Custom Field 1 | You may create a custom field to which the bidder will need to respond as part of the bid response. |
| Bid Item Custom Field 2 | Same as above. |
| Bid Item Custom Field 3 | Same as above. |
Access Bid Package Details Page for Existing Bids
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