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Bidding Bidding

Bidding

e-Builder Bidding Module

Click Image Addedto 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.

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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 the 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).

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To invite a potential bidder to bid on a project that bidder must be a Contact assigned to a Company in e-Builder. Each invited 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 .  A contact has a record containing contact information and is associated with a Companyfor 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.

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1. Use the top (black) navigation tabs if you are not already working in a project. Then select your projectClick 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)

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To access the Bid Details Page for existing bids:

1. Open the Bidding ModuleClick 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.

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Common Actions throughout Bidding Module

Author's Note: I am saving this text for use. The e-B manual is confusing on this content.

Manage Construction Codes

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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

The "Reconstruction Manager" or "Estimating Coordinator" has the ability to 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. (this implied that MIT has to decide how to treat awarded bidders and that alternatives exist ... need to review with the implementation team or committee to see how this will be handled and then refine the doc here.)

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 wish want to provide the answer to all invited bidders simultaneously. The MIT logo as saved in e-Builder will be included in all sent messages.

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

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1. a file, click either Browse e-Builder or Browse Computer in the Attach File section.
2. 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.
3. Enter contact information to filter the contacts you want.
4. Click the check box next to the contacts you want to add.
5. Click Insert Selected, You are returned to the Send Message to Bidders page.
6. 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.

To process a bidders access request:

1. Go to the Bid Package Details page.
2. Click the Pending Requests link. The Pending Requests page appears.
3. The Access Requests tab is selected by default; to process reopened bid requests click the Reopen Bid Requests tab.
4. Click Reject, to reject the request. You are promoted for confirmation, click Yes, Reject the Request.
   or
   Click Accept to accept the request. The Outstanding Bidder Access Request menu appears from which you may:, th
5. Click Continue, the Invite Bidders page displays for you to send the bidder a formal invitation to bid.
6. Enter all required fields.
7. Click Send.

Switch Views

If you chose to use construction codes to identify bidders, you will have access to two different views.

• Bidders View
• Construction Codes View

These views are available on the Potential Bidders tab and the Invited Bidders tab. To switch between the views click the Show drop-down arrow.

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

Bidders View

Construction Codes View

Do Not Use

Construction Codes View

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.

Image AddedThe 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.

Image Removed

The tabs are:

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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

Not used by MIT Facilities at this timeCreates a Section within the bid.

Add Items to Sections

Not used by MIT Facilities at this timeAdds items within a section.

Add Formula

Not used by MIT Facilities at this timeChanges the formula used to calculate bid totals.

Add Additional Information

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The Potential Bidders tab allows the project manager to add bidders who were approved as part of the 4.0 Bidders Bid process to the project. Using this page provides an area in which you can stage your bidding list.

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An export feature allows information to be dispersed to those without e-Builder accounts, such as Architect/Engineers or other partiesfor example an Architect working on the project.

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

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

Time Sheets

Placeholder for documentation about time sheets Need expressed in core team meeting

Can a time sheet be changed retroactively? Time sheets can be voided according to Elisa you cannot change or void a line

Term code 3 to close a cost object - need a way to lock something up in e-Builder - sounds like there needs to be some clarity on how the product handles closeout and charges to items that have 0 dollars left - DISCUSSION LED TO CONCLUSION THAT THIS IS NOT AN ISSUE

No IO in EB? This is the discussion about adding billable hours once the project is initiated - previous billable time -  in the cost module a journal entry will need to be made and then a report is run - CONSENSUS is that this is OK

Reconciling between SAP and eB needs to be looked at for much more than time

Time sheets submitted in advance should be dealt with at the approval step

use of the activity field - sick, holiday, work - should probably match up to CATS. Answer question as to what you did on the project that week?

In house design changes???

Exclusion of PM costs?