Capital Projects / Projects

Enter Bids

After you have set up work packages for vendors to bid on, many vendors will bid on work packages directly over the Internet, using the vendor tasks in the Projects application (Contract process). Alternatively, vendors may call or send a fax to alert you of their interest in a work package. In that case, you can enter the vendor's bid using the Enter Bids task.

When you enter bids, you can view all the current bids for your work packages. While you are able to view all current bids, the vendor can only view its own bids.

Note: Only work packages with the status "Approved-Out for Bid" are available for bidding.

For information on setting up work packages for bidding, see the Setting Up Work Packages for Bidding topic.

From the Enter Bids task, you can:

• Enter Bids. See Procedure: Entering Bids.
• Withdraw a bid or change the bid status to Submitted - Out for Review. These are the only changes you can make for the bid after submitting it. See Changing Bid Status or Withdrawing Bids.

Procedure: Entering Bids

To enter a bid:

1. Select the Procure / Enter Bids task.

   Note: You can also access the Enter Bids task from the Management Console: Procure task. From the Management Console - Procure tab, you select a project and then select the Enter Bids tab.

2. If needed, use the Filter console to restrict the list of work packages shown. Enter a restriction in the Filter console, and click Show.

   The work packages meeting your restriction and that have the status Approved - Out for Bid are displayed in the Work Packages Out for Bid panel.

3. To review details for existing bids:
   1. Select a work package.
      The bids that currently exist for the selected work package appear in the Work Package Bids panel.
   2. Select Edit in the row for a work package bid to view the detailed bid information in the Work Package Bid Details dialog.
   3. Browse through the remaining bids to compare the bid information.
4. To add a new bid:
1. Click Add New bin the Work Package Bids panel.
   The Add New Work Package Bid form appears.
2. Enter the required Vendor Code and click Save and Next.

The Work Package Bid Details form appears.

3. Enter additional information as needed. For example, enter:

   Amount - Bid: The amount required to complete the actions.

   Duration - Bidded (Days): The number of days the bid states the work package actions will take.

   Bid Type: Select the type of bid, such as Fixed Price, Time and material, Cost - plus Fixed Fee.

   Unit Quantity: Enter the unit for the bid, such as per job, per hour, per linear foot, per square foot, or each.

4. Do one of the following:
• Click Save Draft to save the bid information without submitting it. If you have entered incomplete information, do not submit the bid as you are not able to edit data other then the status after you submit the bid.
• Click Withdraw, to withdraw the bid.
• Click Submit to submit the bid for review.
5. After saving the bid record, if needed, attach a proposal document to the bid by clicking the Check In New Document button next to the Document - Proposal field . Click this button to browse for and select the proposal document for this bid.

Changing Bid Status or Withdrawing Bids

After a bid is submitted, the only change you can make from the Enter Bids task is to change the status to Submitted In-Review or Withdrawn.

To approve bids, see Approving Bids.

To change the status for an existing bid to Submitted In Review or Withdrawn:

1. Select a work package.
   The bids that currently exist for the selected work package appear in the Work Package Bids panel.
2. Select Edit in the row for a work package bid to view the detailed bid information in the Work Package Bid Details form.
3. In the Work Package Bid Details form, select Submitted - In Review or Withdrawn for the Bid Status.
4. Click Save Status Changes.