To access the Bid Packages log page:

1.   Click the Contract Mgmt button under Cost Tracking tab in the navigation frame.

The Cost Tracking left-side menu options will display

2.   Click the Bid Package tile in the left-side menu.

3.   Click the All items link.

The Bid Package log page will display.

The bid package log page shows basic information about each package including the Division, Description, Status, Approvals, Awarded to, Budget Estimate, and Awarded Bids.

To locate a particular Bid Package, enter part of the number or description in the Search by Number or Description field.

Icons on the left show if there are comments or tags associated with bid packages.

Icons on the right show if there are attached files or if the package is being used in Projectmates Bid Manager.

To view the Bid Package details page, click the description link in the Bid Packages log page.

The Bid Package details page will display.

The Items tab stores information about which items are included in the Bid Package such as Budget Code, Spec Section, Description, Quantity, Price, and Total Amount.

The Analysis tab stores information about the bids submitted by the vendors and allows users to compare bids. This is also where a user would award the bid to a specific vendor.

Users can print or email a bid package at any time by using the  Printer Friendly or  Email icons.

Line items in your budget group can be selected, packaged together and sent out for bids to various subcontractors or vendors. The following procedure shows how to create a Bid Package.

To create Bid Packages from Budget line items:

1.   Click the View Budget link in the Budget left-side menu.

The Budget log page will display.

2.   Mark the check boxes for line items to be added to the Bid Package.

3.   Click the Create Buyout/Bid Package link in the Actions… drop-down list.

The New Package Description pop-up displays.

4.   Enter the name you want for the Bid Package.

5.   Optionally, you can select to maintain category distinction for the line items.

6.   Click the Go button.

If you do not wish to create a package using line items in the budget, you have the option to create a package by entering items manually.

To manually create Bid Packages:

1.   Click the Create new item link in the Bid Package left-side menu.

The Bid Package screen will display.

2.   Click in the Package No. field to generate the next sequential number. You can then alter the number if needed.

3.   Enter a Description of the Bid Package you are creating.

4.   Enter the Division manually or use the  Select Specification icon to select one.

5.   Use the radio buttons to select the Line Item Type.

6.   Use the down arrow to select a Group.
Alternatively, type a new group.

7.   Optionally, mark the Status as Closed. (not common)

8.   Enter the Scope of Work in the text area provided.

9.   Enter any Notes associated with this Bid Package.

10. Optionally, enter the

·         Anticipated Award Date

·         Anticipated Start Date

·         Anticipated Finish Date

·         Pre-bid Conference Date

·         Bond Type

·         Subcontract Type

11. To keep this information and continue, click the Save button or Save & Next to advance to the Items tab.

To populate the Items tab:

·         Optionally, click Edit Group link to edit the group name. Make the necessary changes and click OK.

·         Click the Add New Row link to add additional rows.

·         Mark the check box for the items to be disabled and click the Disable Items link to disable line items.

·         Mark the check box for the items to be enabled and click Enable Items link to enable line items.

·         Click the Add New Items Group link to add a different group.

·         Click the Import/Export link to open the import/export items pop-up. Click for more details.

·         Mark one or more check boxes and click the Link to Budget button. Click for more details.

·         To keep this information, click the Save button, or to save and continue, click the Save & Next button.

If you have a lot of items to add to a Bid Package, you may prefer to import them instead of entering them individually.

To import items into a Bid Package:

1.   Click the Import/Export link.

The Import/Export Items pop-up displays.

2.   Click to Download blank MS Excel template.

3.   Update the template file in Excel and save to your computer.

4.   In Projectmates, click the Browse… or Choose File button to locate the file you just created.

5.   Click the Import button.

To export the line items from this Bid Package, click the Export button.

Optionally, click the check box to Blank out Unit Price and Amount columns in the exported data before exporting.

Tip: Exporting a blank list of items will provide you with a form for vendors to enter their line item unit prices and amounts without seeing your budgeted amounts. Later, you can import the vendor responses.

To link items from Bid Package to the Budget:

1.   Mark one or more items to be linked to the budget.

2.   Click the Link to Budget button.

The Edit Link to Budget pop-up displays.

3.   The system gives you three options:

·         Create new budget line items and add links – Select this option if the line items you want to link do not yet exist in the budget.

·         Add links to existing budget items – Select this option if the line items you want to link are already listed as subitems in the budget.

·         Remove link(s) without deleting existing budget item(s) – Select this option if the line items are inappropriately linked to the budget.

If you select the Create new budget line items option, the pop-up will prompt you to provide the Budget Thread, Budget/Fund Code, WBS/Section, and Description for the line item.

Click Save to complete the transaction.

If you select Add links to existing budget items option, the pop-up will prompt you to select the Budget Thread, Budget Item, and Budget Subitem.

Optionally, you can select to Create a New Subitem or link to an existing subitem in the budget.

Click Save to complete the transaction.

Tip: You can continue processing this bid in the Bid Package module by reading the next section: Selecting Vendors to Use. Alternatively, you can use the Bid Manager module to post this bid online on Projectmates Bids/Planroom.

After you have submitted your subcontractor bid package you will want to specify the vendors that will be bidding on these items.

To add vendors to a Bid Package:

1.   Click the Analysis tab.

2.   Click the Add new vendors link.

The Add users or contacts pop-up displays.

3.   Use the Users or Contacts radial buttons and/or Keywords to filter the vendors in the list below.

4.   Mark the check boxes for the vendors you want to consider in this Bid Package.

5.   Click the Add button.

The bid package details screen refreshes to show the vendors you selected.

To delete a vendor from the list, mark the check box for that vendor and click the Remove link.

Note: If a package is associated with a bid, subscribed bidders to the package will automatically be added to this list.

After you have completed items in the bid packages and listed the vendors, you can enter the received bid amounts.

1.   On the Analysis tab, click the Company Name link.

The Vendor Items tab displays.

2.   Enter the pricing information from the vendor's bid response.

3.   Optionally, click Show to enter additional Bid Details for the vendor.

4.   Click the Save button.

Note: If a package is associated with a bid, submitted package bids will automatically be added to the vendor bid details screen.

1.   On the Analysis tab, click the Company Name link.

The Vendor Items tab displays.

2.   Click the Import/Export link.

3.   If you have not done so already, you can obtain an import template by exporting the line items and blanking out the Unit Price and Amount columns in the exported data.
Mark the check box to blank out the data.
Click Export button.

4.   Use the template to create separate files for each vendor's bid details. Prepare one for each vendor.

5.   Repeat step 1 and 2 above to reenter the Import/Export pop-up.

6.   Click the Browse… or Choose File button to select the import file for the individual Vendor.

7.   Click the Import button.

8.   You will see a confirmation message to indicate the file has been successfully imported. Close the Import/Export pop-up.

Hint: You can send the blank Package Template file to the vendors to fill out. Once the vendors have filled out the values in the template, you can import the templates.

After bid details have been entered for the Vendors, Projectmates can assist with analyzing bid information, comparing bids to estimates, and making a recommendation as to the best offer for the specified items.

To analyze vendor bids:

1.   On the Analysis tab in the Bid Package details screen, click the View Analysis Grid link.

2.   Use your browser options to save or open the Excel file.

3.   Open the Bid-Package-Analysis.xls file.

The file will load in Excel showing a side-by-side view of all bid details received. A recommendation is made in the analysis but the final decision is up to you.

To award a bid:

1.   On the Analysis tab, mark the check box for the vendor to be awarded the bid.

2.   Click the Award link.

The screen will refresh to show  Winner next to the selected vendor.

To deselect the current Vendor and pick another, click the Reset Award link.

To send an email notification to the selected Vendor:

1.   Click the Send Award Notification link.

The Award Notification form will display under the list of vendors.

2.   For the Awarded By field, click the  icon to display the Add users or contacts pop-up. Select the appropriate user.

3.   For the Award Date field, click in the text box to select the appropriate date.

4.   Optionally, mark the check boxes to Send email notification to bid winner and/or Vendors who did not receive the award. Sample verbiage for the emails to be sent has been pre-filled by Projectmates. You can alter it as needed.

5.   Click the Save and Send Notifications button.

File attachments can be added at any time to support packages and submitted bids. Once a package is awarded, the approval process can be initiated. Please refer to the Attachments Tab and Approval Process sections in this user guide.

After the bid has been awarded and approved, you can automate the creation of a Contract. The contract will be awarded to the same vendor and all of the vendor line items will be transferred to the contract items tab as well. In addition, if the bid was created from the Budget, then the line items in the contract will also be linked to the same budget subitems.

To convert the bid to a contract from the log page:

1.   Verify the Bid Status says 'Closed and awarded' and the Approval Status says 'Approved'.

2.   Mark the check box for the Bid Package.

3.   Click the Create new contract button.

The new contract is created and saved. You can make any necessary revisions to the General tab, including adding retainage amounts. Click for more details.

To convert the bid to a contract from the detail page:

1.   After processing the approval for the bid package, the Create new contract button will display.

2.   Click the Create new contract button.

The new contract is created and saved. You can make any necessary revisions to the General tab, including adding retainage amounts. Click for more details.