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Deck of Cards
idBid
Card
labelSummary

This process includes Bid List Approval, Release to Bid and Bid Award Recommendation.

Card
labelProcess Map

 

Card
labelStep Descriptions

Step descriptions for Bidding have been separated into the three discrete parts below. While Bidding is one process, the supporting documentation is made easier to read by making this division.

This is a draft. Once the process is finalized I will add step numbers. I also plan to add links to Bidding Module documentation and instruction where necessary.

Deck of Cards
idSDBid
historyfalse
Release to Bid
Card
labelBid List Approval
  1. Toggle Cloak
    1, Start
Cloak
  • The Bidding process is started by the Project Manager, OCP Planner, SPT Lead, SPT Commissioning Lead or VPF Strategic Sourcing. Regardless of who initiates the process the final step is Submit.
  • The next step is A133 Been Signed?

Toggle Cloak
2. Furniture or AV Bid? (Decisional Step)

Cloak
  • The data field "Is this a furniture or AV bid" is evaluated.
  • If True (Yes) the next step is PM Prepares Bid Documents.
  • If False (No) the next step is Vendor Manager Review.

Toggle Cloak
3. A133 Been Signed? (Decisional Step)

Cloak
  • The data field "Has the A133 Been Signed?" is evaluated.
  • If True (Yes) the next step is PM Prepares Bid Documents.
  • If False (No) the next step is Vendor Manager Review.

Toggle Cloak
4. Vendor Manager Review

Cloak
  • The Vendor Manager completes the required fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is Program Manager Reviews.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
5. Initiator Revise

Cloak
  • The initiator reviews the process adds comments and makes adjustments as necessary. The options for the indicator are To Vendor Manager, To Program Manager or Void.
  • If To Vendor Manager is chosen the next step is Vendor Manager Review.
  • If To Program Manager is chosen the next step is Program Manager Review.
  • If Void is chosen the next step is Finish.

 

Toggle Cloak
6. Program Manager Review

Cloak
  • The Program Manager reads the comments and reviews the process fields. The Program Manager has options to Submit or Revise.
  • If Submit is chosen the next step is Sole Source?
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
7. Sole Source? (Decisional Step)

Cloak
  • The data field "Sole Source?" is evaluated.
  • If True (Yes) the next step is VPF Procurement Reviews Bid Package
  • If False (No) the next step is Campus Construction?.

Toggle Cloak
8. Campus Construction? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is a Campus Construction project.
  • If Yes the next step is SP&T Program?
  • If No the next step is OCP?

 

Toggle Cloak
9. SP&T Program? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an SP&T Program.
  • If True (Yes) the next step is VPF Strategic Sourcing Review.
  • If False (No) the next step is Projects Director Review.

Toggle Cloak
10. SPT Director Review

Cloak
  • The SPT Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is CC Director Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
11. Projects Director Review

Cloak
  • The Projects Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is CC Director Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
12. CC Director Review

Cloak
  • The CC Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (The bid list is approved and Mail Merge creates the bid list)
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
13. OCP? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an OCP Program.
  • If True (Yes) the next step is OCP Director Review.
  • If False (No) the next step is M&U?

Toggle Cloak
14. OCP Director Review

Cloak

The OCP Director reads the comments and reviews the process fields. The OCP Director has options to Submit or Revise.

If Submit is chosen the next step is Approved Bid List (The bid list is approved and Mail Merge creates the bid list)

If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
15. M&U? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an M&U program?
  • If Yes the next step is Utilities Program?
  • If No the next step is Campus Services?

Toggle Cloak
16. Utilities Program? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is a Utilities Program.
  • If True (Yes) the next step is Utilities Director Review.
  • If False (No) the next step is SEG Program?

Toggle Cloak
17. Utilities Director Review

Cloak
  • The Utilities Director reads the comments and reviews the process fields. The Utilities Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
18. SEG Program? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an SEG Program.
  • If True (Yes) the next step is SEG Director Review.
  • If False (No) the next step is O&M Director Review?

Toggle Cloak
19. SEG Director Review

Cloak
  • The SEG Director reads the comments and reviews the process fields. The SEG Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
20. O&M Director Review

Cloak
  • The O&M Director reads the comments and reviews the process fields. The O&M Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
Campus Services? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an Campus Services Program.
  • If True (Yes) the next step is CS Director Review.
  • If False (No) the next step is IBO Director Review?

Toggle Cloak
CS Director Review

21. M&U Director Review

Cloak
  • The M&U Director
Cloak

 

  • The CS Director reads the comments and reviews the process fields. The CS The M&U Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
IBO Director Review22. Campus Services? (Decisional Step)

Cloak
  • The IBO Director reads the comments and reviews the process fields. The IBO Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
Initiator Revise

Cloak
  • The initiator revises the process and adds comments if necessary. The initiator Submits when finished with revisions.
  • The next step is Sole Source?

Toggle Cloak
VPF Procurement Reviews Bid Package

  • Multiple fields are evaluated to determine if this is an Campus Services Program.
  • If True (Yes) the next step is CS Director Review.
  • If False (No) the next step is IBO Director Review?

Toggle Cloak
23. CS Director Review

Cloak
  • The CS Director reads the comments and reviews the process fields. The CS Director has the option to Submit or Revise
Cloak
  • The VPF/Treasury reads the comments and reviews the process fields. The following are the possible actions.
  • If Submit is chosen the next step is Campus Construction. Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
Approved Bid List (Automatic Step)24. IBO Director Review

Cloak
  • Automatic step generates the Approved Bid List document.
  • The next step is Initiator Prepares Bid Documents.
Card
  • The IBO Director reads the comments and reviews the process fields. The IBO Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.
label

Toggle Cloak
25. Initiator Prepares Bid DocumentsRevise

Cloak
  • The initiator prepares the bid documents, completes the required fields and revises the process and adds comments if necessary. The initiator Submits when finished with revisions.
  • The next step is DOF Procurement Assembles Bid Package. Sole Source?

Toggle Cloak
Has A133 Been Signed? (Decisional Step)26. VPF Procurement Reviews Bid Package

Cloak
  • The VPF/Treasury reads the comments and reviews the process fields. The following are the possible actions.
  • If Submit is chosen data field "Has the A133 been signed?" is evaluated.If True (Yes) the next step is Program Manager Reviews Package Campus Construction.
  • If False (No) Revise is chosen the next step is DoF Procurement Assembles Bid Package Initiator Revise.

Toggle Cloak
DoF Procurement Assembles Bid Package27. Approved Bid List (Automatic Step)

Cloak
  • The DOF Procurement reads the comments and reviews the process fields DoF Procurement may Submit or Revise
  • If Submit is chosen the next step is Projects Director Reviews Package
  • If Revise is chosen the next step is PM Prepares Bid Documents
  • Automatic step generates the Approved Bid List document.
  • The next step is Initiator Prepares Bid Documents.
Card
labelRelease to Bid

Toggle Cloak
28. Initiator Prepares Bid Documents

Cloak
  • The initiator prepares the bid documents, completes the required fields and Submits when finished.
  • The next step is DOF

Toggle Cloak
Program Manager Reviews Package

Cloak
  • The program manager reads the comments and reviews the process fields. The program manager has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Assembles Bid Package.
  • If Revise is chosen the next step is PM Prepares Bid Documents.

Toggle Cloak
Projects Director Reviews Package29. Has A133 Been Signed? (Decisional Step)

Cloak
  • The Projects Director reads the comments and reviews the process fields The Projects Director may Submit of Revise.
  • If Submit is chosen the next step is Release to Bid (Mail Merge).
  • data field "Has the A133 been signed?" is evaluated.
  • If True (Yes) the next step is Program Manager Reviews Package.
  • If False (No) the next step is DoF Procurement Assembles Bid PackageIf Revise is chosen the next step is PM Prepares Bid Documents.

Toggle Cloak
Initiator Releases Bid

Cloak
  • The initiator completes the required process fields, Submits and uses the e-Builder Bidding module to send the bids to the approved bid list.
  • The next step is Initiator Recommends Vendor.

30. DoF Procurement Assembles Bid Package

Cloak
  • The DOF Procurement reads the comments and reviews the process fields DoF Procurement may Submit or Revise
  • If Submit is chosen the next step is Projects Director Reviews Package
  • If Revise is chosen the next step is PM Prepares Bid Documents

Toggle Cloak
31. Program Manager Reviews Package

Cloak
  • The program manager reads the comments and reviews the process fields. The program manager has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Assembles Bid Package.
  • If Revise is chosen the next step is PM Prepares Bid Documents.

Toggle Cloak
32. Projects Director Reviews Package

Cloak
  • The Projects Director reads the comments and reviews the process fields The Projects Director may Submit of Revise.
  • If Submit is chosen the next step is Release to Bid (Mail Merge).
  • If Revise is chosen the next step is PM Prepares Bid Documents.

Toggle Cloak
33. Initiator Releases Bid

Cloak
  • The initiator completes the required process fields, Submits and uses the e-Builder Bidding module to send the bids to the approved bid list.
  • The next step is Initiator Recommends Vendor.
Card
labelBid Award Recommendation

Toggle Cloak
34. Initiator Recommend Vendor

Cloak
  • The initiator receives all the bid documents, reviews them, and selects a vendor for recommendation. All project managers on the project receive a notification when this step is reached. They will fill out the required fields and Submit.
  • The next step is Selection of Source.

Toggle Cloak
35. Selection of Source (Automatic Step)

Cloak
  • This is an automatic step to generate the Selection of Source document. The Selection of Source template is applied.
  • The next step is Program Manager Review.

Toggle Cloak
36. DoF Procurement Reviews Selection

Cloak
  • DoF Procurement reviews the selection and has the option to Submit or Revise
  • If Submit is chosen the next step is Program Manager Review
  • If Revise is chosen the next step is Initiator Recommend Vendor

Toggle Cloak
37. Program Manager Review

Cloak
  • The program manager reads the comments and reviews the process fields. The program manager has the option to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
38. Initiator Revise

Cloak
  • The initiator reviews the process and adds comments and makes adjustments as necessary. The initiator has the option to Submit or Void.
  • If Submit is chosen the
Card
labelBid Award Recommendation

Toggle Cloak
Initiator Recommend Vendor

Cloak
  • The initiator receives all the bid documents, reviews them, and selects a vendor for recommendation. All project managers on the project receive a notification when this step is reached. They will fill out the required fields and Submit.
  • The next step is Selection of Source.
  • If Void is chosen the next step is Finish.

Toggle Cloak
Selection of Source (Automatic 39. Campus Construction (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine "ownership of the program".
  • If True (Yes) the next step is SP&T Program.
  • If False (No) the next step is M&U
  • This is an automatic step to generate the Selection of Source document. The Selection of Source template is applied.
  • The next step is Program Manager Review.

Toggle Cloak
Program Manager Review40. SP&T Program? (Decisional Step)

Cloak
  • The program manager reads the comments and reviews the process fields. The program manager has the option to Submit or Revise."Contract managed by a different program" field is evaluated.
  • If True (Yes) If Submit is chosen the next step is Campus ConstructionVPF Strategic Sourcing Review.
  • If Revise is chosen False (No) the next step is Initiator Revise Project Director Review.

Toggle Cloak
Initiator Revise41. SPT Director Review

Cloak
  • The initiator SPT Director reads the comments and reviews the process and adds comments and makes adjustments as necessaryfields. The initiator SPT Director has the option to Submit or VoidRevise.
  • If Submit is chosen the next step is Selection of Source DoF Procurement Review.
  • If Void Revise is chosen the next step is Finish Initiator Revise.

Toggle Cloak
Campus Construction (Decisional Step)42. Projects Director Review

Cloak
  • The projects director reads the comments and reviews the process fields. The Projects Director has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator Revise
  • Multiple fields are evaluated to determine "ownership of the program".
  • If True (Yes) the next step is SP&T Program.
  • If False (No) the next step is M&U.

 

Toggle Cloak
SP&T Program? 43. M&U (Decisional Step)

Cloak
  • The "Contract managed by a different program" field is evaluatedMultiple fields are evaluated to determine ownership of the program.
  • If True (Yes) the next step is VPF Strategic Sourcing Review. Utilities Program?
  • If False (No) the next step is Project Director DoF Procurement Review.

 

Toggle Cloak
SPT Director Review44. Utilities Program (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine "ownership of the program".
  • If True (Yes)
  • The SPT Director reads the comments and reviews the process fields. The SPT Director has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Utilities Director Review.
  • If Revise is chosen False (No) the next step is Initiator Revise SEG Program?.

Toggle Cloak
Projects 45. Utilities Director Review

Cloak
  • The projects utilities director reads the comments and reviews the process fields. The Projects Director utilities director has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator ReviseReview.
 

Toggle Cloak
M&U (Decisional Step)46. SEG Program

Cloak
  • Multiple fields are evaluated to determine ownership of the programif this is an SEG Program.
  • If True (Yes) the next nest step is Utilities Program? SEG Director Review
  • If False (No) the next step is DoF Procurement O&M Director Review.
 

Toggle Cloak
Utilities Program (Decisional Step)47. SEG Director Review

Cloak
  • The SEG Director reads the comments and reviews the process fields. The SEG Director has the option to Submit or Revise.
  • If Submit is chosen
  • Multiple fields are evaluated to determine "ownership of the program".
  • If True (Yes) the next step is Utilities Director DoF Procurement Review.
  • If False (No) Revise is chosen the next step is SEG Program? Initiator Revise.

Toggle Cloak
Utilities 48. O&M Director Review

Cloak

 

  • The utilities director O&M Director reads the comments and reviews the process fields. The utilities director DoF Procurement has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator ReviewRevise.

Toggle Cloak
SEG Program49. DoF Procurement Review

Cloak
  • Multiple fields are evaluated to determine if this is an SEG Program.
  • If True (Yes) the nest step is SEG Director Review
  • If False (No) the next step is O&M Director Review.

Toggle Cloak
SEG Director Review

Cloak
  • The SEG Director reads the comments and reviews the process fields. The SEG Director has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
O&M Director Review

Cloak

 

  • The O&M Director reads the comments and reviews the process fields. DoF Procurement has the option to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
DoF Procurement Review

Cloak

 

  • DoF Procurement reads the comments and reviews the process fields. The O&M Director has the option to Submit or Revise.
  • If Submit is chosen the next step is A133 Been Signed?.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
A133 Been Signed? (Decisional Step}

 

  • DoF Procurement reads the comments and reviews the process fields. The O&M Director has the option to Submit or Revise.
  • If Submit is chosen the next step is A133 Been Signed?.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
50. A133 Been Signed? (Decisional Step}

Cloak
  • The data field "Has the A133 Been Signed" is evaluated.
  • If True (Yes) the next step is Campus Construction.
  • If False (No) the next step is >10M

Toggle Cloak
51. >10M (Decisional Step)

Cloak
  • The data field ">10M" is evaluated.
  • If True (Yes) the next step is VPF Procurement Review.
  • If False (No) the next step is One Bid?

Toggle Cloak
52. One Bid? (Decisional Step)

Cloak

 

  • The data field Reason Vendor Selected is evaluated to determine If the reason selected is "2.5 Multiple Bidders Selected - Only One Bidder Responded".
  • If True the next step is VPF Procurement Review.
  • If False the next step is Lowest Bid?

Toggle Cloak
53. Lowest Bid? (Decisional Step)

Cloak
  • The data field Reason Vendor Selected is evaluated to determine if the reason selected is "2.2 Adequate price competition (at least 2 quotes): Lowest Bidder Selected. No further explanation required.".
  • If True
Cloak
  • The data field "Has the A133 Been Signed" is evaluated.
  • If True (Yes) the next step is Campus Construction.
  • If False (No) the next step is >10M

Toggle Cloak
>10M (Decisional Step)

Cloak
  • The data field ">10M" is evaluated.
  • If True (Yes) the next step is VPF Procurement Review.If False (No) the next step is One Bid?

Toggle Cloak
One Bid? (Decisional Step)54. VPF Procurement Review

Cloak

 

  • The data field Reason Vendor Selected is evaluated to determine If the reason selected is "2.5 Multiple Bidders Selected - Only One Bidder Responded".
  • If True the next step is VPF Procurement Review.
  • If False the next step is Lowest Bid?
  • The VPF/Treasury reads the comments and reviews the process fields. The VPF/Treasury has the option to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is DoF Procurement Review.

Toggle Cloak
55. Campus Construction
Toggle Cloak
Lowest Bid? (Decisional Step)

Cloak
  • The data field Reason Vendor Selected is Multiple fields are evaluated to determine if the reason selected is "2.2 Adequate price competition (at least 2 quotes): Lowest Bidder Selected. No further explanation required.".
  • If True the next step is Campus Construction.
  • this is a Campus Construction program.
  • If True (Yes) the next step is CC Director Review.
  • If False (No) the next step is OCP?

Toggle Cloak
56. CC Director Review

Cloak
  • The CC Director reads the comments and reviews the process fields. CC Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator ReviseIf False the next step is VPF Procurement Review.

Toggle Cloak
VPF Procurement Review57. OCP? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an OCP Program.
  • If True (Yes) the next step is OCP Director Review.
  • If False (No) the next step is M&U?
  • The VPF/Treasury reads the comments and reviews the process fields. The VPF/Treasury has the option to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is DoF Procurement Review.

Toggle Cloak
Campus Construction (Decisional Step)58. OCP Director Review

Cloak
  • Multiple fields are evaluated to determine if this is a Campus Construction program.
  • If True (Yes) the next step is CC Director Review.
  • If False (No) the next step is OCP?

Toggle Cloak
CC Director Review

Cloak

 

  • The CC Director reads the comments and reviews the process fields. CC Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
OCP? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an OCP Program.
  • If True (Yes) the next step is OCP Director Review.
  • If False (No) the next step is M&U.
  • The OCP Director reads the comments and reviews the process fields. OCP Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
59. M&U? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine if this is an M&U program
  • If True (Yes) the next step is M&U Director Review
  • If False (No) the next step is Campus Services?

Toggle Cloak
60. M&U Director Review

Cloak
  • The M&U Director reads the comments and reviews the process fields and has the option to Submit or Revise
  • If Submit is chosen the next step is Initiator Awards Bid
  • If Revise is chosen the next step is Initiator Revise

Toggle Cloak
61.
Toggle Cloak
Campus Services? (Decisional Field)

Cloak
  • Multiple fields are evaluated to determine if this is an Campus Services program?
  • If True (Yes) the next step is CS Director Review.
  • If False (No) the next step is IBO Director Review.

Toggle Cloak
62. CS Director Review

Cloak
  • The Campus Services Director reads the comments and reviews the process fields. The CC Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
63. IBO Director Review

Cloak

The IBO Director reads the comments and reviews the process fields. The IBO Director has the option to Submit or Revise.

  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
64. Initiator Award Bid

Cloak

The initiator reviews the process and awards the bid using the e-Builder Bidding module. The initiator Submits.

The next step is Finish.

 

65. Finish