Versions Compared

Old Version 101

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

compared with

New Version Current

changes.mady.by.user Unknown User (monzione@mit.edu)

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Comment: Migration of unmigrated content due to installation of a new plugin

...

Round Rectangle
bgcolor#e6f2ff
width100%

The 04.01 Bidding process is used for Bid List Approval, Release to Bid and Bid Award Recommendation including these specific steps.

  • Obtain an approved bidder list of bidders
  • Prepare and gain approval of the bid package documents including the proposed sample contract
  • Indicate that the bid has been released
  • provided by the Contract Admin
  • Secure approval to release the bidSubmit the Bid Tab for review
  • Recommend an award
  • Indicate that the awarded bidder will be/has been notified
  • Ensure that the awarded bidder is properly set up in e-Builder and SAP

Note that the Bidding process is used to inform, indicate that actions have been or will be taken, and to gain approvals.

The Bid Package is assembled and released in the Bid module, which is also where analysis of the bid responses and accompanying documents take place.

Process Details

Composition Setup
 
  • supported by the bid tabulation in the Bidding module.
  • Gain approval to use a pre-priced agreement to award certain types of work to selected vendors.
  • Create the Selection of Source form and have it reviewed and approved by the Vendor Manager
  • Following approval, award the bid.
  • Ensure that the awarded bidder is properly set up in e-Builder and SAP

Note that the Bidding process is used to inform internal actors about the bid and gain approval to proceed through the bidding stages, from Bid List approval to award. The Bid module is used to construct and publish the bid to the Bidders portal and to initiate your Contract and Purchase order request.

Process Details

Deck of Cards
idBid
Card
labelSummary

The Bidding process and the Bidding module are both used to complete a bid and issue an award

Deck of Cards
idBid
Card
labelSummary

The Initiator, usually the Project Manager, uses the bidding process and the bidding module to:

  • Compose a list of potential bidders and receive approval on the bidder list (There is an option to bypass Bid List Approval)
  • Prepare the bid documents and assemble the bid package.
  • Release the bid package through the e-Builder Bidder Portal.
  • Answer and respond to questions about the bid from the bidders.
  • Tabulate and analyze the submitted bids.
  • Make an award recommendation.
  • Gain approval of the award recommendation.
  • Award the bid and notify the winning bidder.
    • Notify bidders not selected

    .

    Card
    labelProcess Map

    Image RemovedImage Added

    Card
    labelStep Descriptions

    To make the Step descriptions for Bidding easier to read they have been separated into the three parts (tabs). 

    Deck of Cards
    idSDBid
    historyfalse
  • Initiator Revise is used to request that the initiator correct an error or add more information to a prior step.
  • The Initiator reviews the process and comments made by the reviewer and makes adjustments as required. The Action options for the initiator are To Vendor Manager, To Program Manager or Void.
    • Card
    labelBid List Approval

    Toggle Cloak
    1. Start Process (Complete Initial Bidding Form)

    Cloak
    • The Bidding process is usually initiated by the Project Manager.The
    • initiator fills out the Contract Management, Potential Bidders, and if required the Sole Source Depending on the project the initiator completes the required sections of the process form.page.When finished, click the Submit button.
      • Contract Management
      • Pre-Priced Agreement for Office/CR/Lab
      • Sole Source
      • Potential Bidders -
      • When adding potential bidders you should add contact information for each bidder prior to submitting for Vendor Manager review. If that information is not provided the process will be returned to your court for the Initiator Revise step
    • When finished, take the Submit action.
    • The next step is Furniture or AV Bid?

    Toggle Cloak
    2. Furniture or AV Bid? (Conditional)

    Cloak
    • Based on the process initiator's answer to the "Is this a furniture or AV bid?" question the process is routed.
    • If True (Yes) the next step is Initiator Prepares Bid Documents.Doc Preparation
    • If False (No) the next step is AV?Vendor Mgr Reviews Prop Bid List.

    Toggle Cloak
    3. Vendor Mgr Reviews Prop Bid ListAV?

    Cloak
    • The Vendor Manager reviews the proposed bid list.
    • If approved the Vendor Manager takes the Submit action.
    • If requesting revisions the Vendor Manager takes the Revise action.

    Toggle Cloak
    4. Initiator Revise

    Cloak
    • Based on the process initiator's answer to the "Is this a furniture or AV bid?" question the process is routed.
    • If True (Yes) the next step is Vendor Mgr Reviews A/V Bid
    • If False (No) the next step is Sole Source?

    Toggle Cloak
    Vendor Mgr Reviews A/V Bid

    Cloak
    • In this step the Vendor Manager reviews the Bid information. The process reaches this step for A/V Bids.
    • If the Submit action is taken the next step is Program Manager Reviews.
    • If the Revise action is taken he next step is Initiator Review.

    Toggle Cloak

    If To Vendor Manager is chosen the next step is

    Vendor Mgr Reviews Prop Bid List

    Cloak
    • The Vendor Manager reviews the proposed bid list.
    • If approved the Vendor Manager takes the Submit action. The next step is Prepriced Agmt?
    • If the Revise action is taken he next step is Initiator 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
    5. Program Manager ReviewPrepriced Agmt?

    Cloak
    • The Program Manager reads the comments and reviews the process fields and has the option to take an Action 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
    6. Campus Construction? (Conditional)

    Cloak
    • e-Builder uses information previously entered about the project 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
    7. SP&T Program? (Conditional)

    • system evaluates this conditional to determine if this is a Pre-priced agreement. Using a pre-priced agreement bypasses the process steps which generate an Approved Bid List.
    • If the use of a pre-priced agreement is approved, the work is awarded to a vendor who has previously bid for for work of a certain scope/complexity in order to be considered for that work in the future.
    • If Pre-priced Agreement is True (Yes) the next step is CA Approved Contract Type.
    • If it is False (No) the next step is Program Manager Review.

    Toggle Cloak
    Sole Source?

    Cloak
    • The system evaluates this conditional to determine if this is a Sole Sourced agreement. Using a Sole Sourced agreement bypasses the process steps which generate an Approved Bid List.
    • If the use of a Sole Source agreement is approved, an explanation must be provided.
    • If this conditional evaluates to
    Cloak
    • e-Builder uses information previously entered about the project to determine if this is an SP&T Program.
    • If True (Yes) the next step is SPT Director Review Vendor Reccomendation.
    • If this conditional evaluates to False (No) the next step is CC Director Review Vendor Mgr Reviews Prop Bid List.

    Toggle Cloak
    8. SPT Director Review
    Initiator Revise

    Cloak
    • Initiator Revise is used to request that the initiator correct an error or add more information to a prior step.
    • The Initiator reviews the process and the comments made by the reviewer and makes adjustments as required. The Action options for the initiator are To Vendor Manager, To Program Manager or Void.
    • If To Vendor Manager is chosen the next step is Vendor Mgr Reviews Prop Bid List.
    • If To Program Manager is chosen the next step is Program Manager Review.
    • If Void
    Cloak
    • The SPT Director reads the comments and reviews the process fields and has the option to take an action 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 Finish.

    Toggle Cloak
    9. CC Director ReviewProgram Manager Reviews

    Cloak
    • The CC Director Program Manager reads the comments and reviews the process fields and fields and has the option to take an action an Action to Submit or Revise.
    • If Submit is chosen the next step is Approved Bid List Campus Construction?
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    10. OCP? (Conditional)Campus Construction?

    Cloak
    • e-Builder evaluates uses information previously entered about the project to project to determine if this is an OCP Programa Campus Construction project.
    • If True (Yes) the next step is OCP Director Review. SP&T Program?
    • If False (No) the next step is M&UOCP?

    Toggle Cloak
    11. OCP Director ReviewSP&T Program?

    Cloak
    • e-Builder uses information previously entered about the project to determine if this is an SP&T Program.
    • If True (Yes) the next step is SPT Director Review.
    • If False (No) the next step is CC Director Review
    • The OCP Director reads the comments and reviews the process fields. The OCP Director has the option to take an Action to Submit or Revise.
    • If Submit is chosen the next step is Approved Bid List
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    12. M&U? (Conditional)

    Cloak
    • e-Builder evaluates information previously entered about the project 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
    13. Utilities Program? (Conditional)

    SPT Director Review

    Cloak
    • The SPT Director reads the comments and reviews the process fields and has the option to take an action 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
    CC Director Review

    Cloak
    • The CC Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
    • If Submit is chosen the next step is Approved Bid List
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    OCP?

    Cloak
    • e-Builder evaluates information previously entered about the project to determine if this is an OCP Program.
    • If
    Cloak
    • e-Builder evaluates information previously entered about the project to determine if this is a Utilities Program.
    • If True (Yes) the next step is Utilities OCP Director Review.
    • If False (No) the next step is SEG Program M&U?

    Toggle Cloak
    14. Utilities OCP Director Review

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

    Toggle Cloak
    15. SEG Program? (Conditional)M&U?

    Cloak
    • e-Builder evaluates information previously entered about the project  to project to determine if this is an SEG Program. M&U program?
    • If True (Yes) the next step is SEG Director Review. Utilities Program?
    • If False (No) the next step is O&M Director Review Campus Services?

    Toggle Cloak
    Utilities Program?

    Cloak
    • e-Builder evaluates information previously entered about the project 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
    Utilities 16. SEG Director Review

    Cloak
    • The SEG Utilities Director reads the comments and reviews the process fields. The SEG Utilities Director has the option to take an Action 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
    17. SEG Program?

    Cloak
    • e-Builder evaluates information previously entered about the project  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
    SEG Director Review

    Cloak
    • The O&M SEG Director reads the comments and reviews the process fields. The O&M 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
    18. O&M &U Director Review

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

    Toggle Cloak
    19. Campus Services? (Conditional)

    Cloak
    • e-Builder evaluates information previously entered about the project 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
    20. CS Director Review

    M&U Director Review

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

    Toggle Cloak
    21. Campus Services?

    Cloak
    • e-Builder evaluates information previously entered about the project 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

    Cloak
    • The IBO CS Director reads the comments and reviews the process fields. The IBO CS Director has the option to Submit or Revise.
    • If Submit is chosen the next step is Approved Bid List.
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    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 Approved Bid List.
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    22. Initiator Revise

    Cloak
    • The initiator revises the process and adds comments if necessary. The initiator Submits when finished with revisions.
    • The next If the Submit action is taken the next step is Sole Source?
    • If Void is chosen the next step is Finish.

    Toggle Cloak
    23. Approved Bid List (Automation)

    Cloak
    • This step generates the Approved Bid List document from a template
    • The bid list document is placed into the Documents\05 Procurement\0505 Bid Lists (I) folder
    • The next step is Initiator Prepares Bid DocumentsCA Apprv Contract Type.
    Card
    labelDocuments, Contract Approval, Release Bid

    Toggle Cloak
    25. Initiator Prepares Bid DocumentsCA Apprv Contract Type

    Cloak
    • The Contract Admin either approves or changes the contract type or approves the Pre-priced agreement and adds the contract number for that agreement to the process.
    • The Contract Admin takes the Approved action to approve. process initiator, usually the Project Manager, prepares/uploads the bid documents and completes the required fields. The Submit Action is taken when finished. The next step is GC Previously Approved ?

    Toggle Cloak
    26. GC Previously Approved? (Decisional Step)

    • Pre-Price.
    • The Contract Admin takes the Changed action when changing the contract type, and adds comments to indicate to the PM that the contract has been changed and the reasons for the change.
    • The next step is Bid Doc Preparation
    Cloak
    • e-Builder determines, based on information previously entered, if the GC has already been approved.
    • If True (Yes) the next step is Program Manager Reviews Package.
    • If False (No) the next step is Assemble Bid Package.

    Toggle Cloak
    27. Assemble Bid Package

    Cloak
    • The Contract Admin reads the comments and reviews the process fields. The Contract Admin has the option to take an Action to Submit or Revise
    • If Submit is chosen the next step is Program Manager Reviews Package
    • If Revise is chosen the next step is Initiator Prepares Bid Documents

    Toggle Cloak
    28. Program Manager Reviews Package

    Cloak
    • The Program Manager reads the comments and reviews the process fields. The program manager has the option to take an Action to Submit or Revise.
    • If Submit is chosen the next step is Initiator Releases Bid.
    • If Revise is chosen the next step is Initiator Prepares Bid Documents.

    Toggle Cloak
    29. Initiator Releases Bid

    Cloak
    • The initiator (usually the Project Manager) works within the Bidding module to complete the steps that enable the Bidding portal for the bid package.
    • Once the bid has been released the Initiator completes the required process fields, takes the Submit Action.
    • The next step is Initiator Recommend Vendor.

    Approved Pre-Price Agreement

    Cloak
    • This is a conditional step. If True (a Pre-priced agreement) the next step is the Merge/Code step that creates the Selection of Source form document.
    • If False the next step is Bid Document Preparation.

    Toggle Cloak
    PrePriced SoS

    Cloak
    • e-Builder generates the Selection of Source for Pre-priced agreements.
    • The next step is Vendor Manager Review of SoS.

    Toggle Cloak
    Bid Document Preparation

    Cloak
    • The process initiator, usually the Project Manager, prepares/uploads the bid documents and completes the required fields. The Submit action is taken when finished.
    • The next step is Contract Admin Assembles Bid Package

    Toggle Cloak
    Contract Admin Assembles Bid Package

    Cloak
    • The Contract Admin assembles the bid package and when finished takes the Submit action.
    • As part of this process the Contract Admin adds a contract sample and assigns a contract number.

    • The next step is Hold for Bids/Proposals Received.

    Toggle Cloak
    Hold for Bids/Proposals Received

    Cloak

    The bid should be released in the Bid module when the process reaches this step.

    • Hold the process in this step from bid release until all bids are received and the bid tab has been opened and analyzed. This may be held for one to several weeks while the bid is open.
    • Once the bids have been analyzed and a vendor recommendation is ready the Project Manager takes the Submit action.
    • The next step is Vendor Recommendation.
    Card
    labelBid Award Recommendation

    Toggle Cloak
    Vendor Recommendation

    Cloak
    • The Project Manager, having received all the bids and supporting documents, performs the analysis and selects a vendor.
    • The process step form is completed and the Submit action is taken.
    • The next step is Selection of Source.

    Toggle Cloak
    Selection of Source

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

    Toggle Cloak
    Vendor Manager Review of SoS

    Cloak
    • The Vendor Manager reviews the
    Card
    labelBid Award Recommendation

    Toggle Cloak
    30. 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
    31. 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 Vendor Manager Review of SoS.

    Toggle Cloak
    32. Vendor Manager Review of SoS

    Cloak
    • The Vendor Manager reviews the selection and has the option to take the Action 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 Recommendation.

    Toggle Cloak
    33. Program Manager Review

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

    Toggle Cloak
    34. Initiator Revise Recommendation

    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 next step is Selection of Source.
    • If Void is chosen the next step is Finish.

    Toggle Cloak
    35. Campus Construction (Decisional Step)?

    Cloak
    • e-Builder uses information previously entered to 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
    36. SP&T Program? (Decisional Step)

    Cloakcloak
    • The "Contract managed by a different program" field is evaluated.
    • If True (Yes) the next step is SPT Director Review.
    • If False (No) the next step is Vendor Manager Review of SoS

    Toggle Cloak
    37. SPT Director Review

    Cloak
    • 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 Vendor Manager Review of SoS.
    • If Revise is chosen the next step is Initiator Revise.

    Toggle Cloak
    38. M&U (Decisional Step)U2?

    Cloak
    • e-Builder uses information previously entered to determine "ownership" of the program.
    • If True (Yes) the next step is Utilities Program?
    • If False (No) the next step is Vendor Manager Review of SoS. Campus Services?

    Toggle Cloak
    39. Utilities Program (Decisional Step)?

    Cloak
    • e-Builder uses information previously entered to determine "ownership" of the program.
    • If True (Yes) the next step is Utilities Director Review.
    • If False (No) the next step is SEG Program?.

    Toggle Cloak
    40. Utilities Director Review Rec

    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 Vendor Manager Review of SoS M&U Director Review Rec.
    • If Revise is chosen the next step is Initiator ReviewRevise Recommendation.

    Toggle Cloak
    41. SEG Program?

    Cloak
    • e-Builder uses information previously entered to determine if this is an SEG Program.
    • If True (Yes) the nest step is SEG Director Review Rec
    • If False (No) the next step is O&M Director Review .Rec

    Toggle Cloak
    42. SEG Director Review Rec

    Cloak
    • The SEG Director reads the comments and reviews the process fields. The SEG Director has the option to take an Action to Submit or Revise.
    • If Submit is chosen the next step is Vendor Manager Review of SoS.
    • If Revise is chosen the next step is Initiator Revise Recommendation.

    Toggle Cloak
    43. OO&M Director Review Rec

     
    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 Vendor Manager Review of SoS.
    • If Revise is chosen the next step is Initiator Revise Recommendation.

    Toggle Cloak
    44. Vendor Manager Review of SoSCC Director Review

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

    Toggle Cloak
    45. Campus Construction (Decisional Step)OCP?

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

    Toggle Cloak
    46. CC OCP Director Review

    Cloak
    • The CC The OCP Director reads the comments and reviews the process fields. CC 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 Recommendation.

    Toggle Cloak
    47. OCP? (Decisional Step)M&U Director Review Rec

    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 isInitiator Revise Recommendation
    • 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
    48. OCP Director ReviewCampus Services?

    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

    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
    • 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
    49. M&U? (Decisional Step)IBO Director Review

    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
    50. 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
    51. 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
    52. 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
    53. 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
    54. Initiator Award Bid

    Cloak
    • The Initiator reviews the process and awards the bid using the e-Builder Bidding module. The final action when the bid is awarded is to return to the process and take the Submit Action.
    • The next step is Finish.

    64. Finish

    Card
    idPFI
    labelProcess Form Instructions
    • 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
    Initiator Award Bid

    Cloak
    • The Initiator reviews the process and awards the bid using the e-Builder Bidding module. The final action when the bid is awarded is to return to the process and take the Submit Action.
    • The next step is Vendor Manager Checks Company Info.

    Toggle Cloak
    Pre-Priced 3?

    Cloak
    • This conditional determines if this process contains a Pre-priced agreement.
    • If True the process moves to Finish.
    • If False the process moves to Vendor Manager Checks Company Info

    Toggle Cloak
    Vendor Mgr Checks Company Info

    Cloak
    • The Vendor Managerchecks and fills out form fields to ensure that:
      • The awarded bidder exists in SAP
      • The company information is correct and current in the Contacts module.
      • If the company is not in SAP that the New Company process has been started.
    • When finished the Vendor Manager takes the Submit action.
    • The next step is Vendor Exists in SAP?

    Toggle Cloak
    Vendor Exists in SAP?

    Cloak
    • This step routes the process to the Finish step if the Vendor exists in SAP.
    • If the Vendor does not exist in SAP the next step is AA Adds New Company.

    Toggle Cloak
    AA Adds New Company

    Cloak
    • If the company does not exist in SAP the AA completes the 01.01 Add New Company/Contact process and holds the process in this step until that has been completed.
    • When completed the AA takes the Vendor Added action.
    • The next step is Vendor Manager Checks Company Info.

    Toggle Cloak
    Hold for SAP Vendor #

    Cloak
    • In this step the Administrative Assistant waits until the Vendor has been assigned a SAP Vendor Number from VPF.
    • If the Submit action is taken the next step is Finish.
    • If the Revise action is taken the next step is AA Adds New Company.

    Toggle Cloak
    Finish

    Cloak
    Deck of Cards
    idpfi
    Card
    labelInitiator/Project Manager

    Image Removed

    Potential Bidders

    Use the Lookup link to display a menu that allows potential bidders to be added.

    Image Removed

    Sole Source

    Indicate if this is a Sole Source procurement. If it is Sole Source, provide a reason.

    Image Removed

    Card
    labelVendor Manager
    Coming Soon