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Result or Product of this Process

Process Details

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Process Details

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Deck of Cards
id Bid
Card label Summary This process includes Bid List Approval, Release to Bid and Bid Award RecommendationThe Bidding process and the Bidding module are both used to complete a bid and issue an award. Card label Process Map  Image Added Card label Step Descriptions To make the Step descriptions for Bidding easier to read they 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. (tabs).  Deck of Cards id SDBid history false Card label Bid List Approval Toggle Cloak Start Cloak The Bidding process is started usually initiated 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. Depending on the project the initiator completes the required sections of the page. 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 A133 Been Signed Furniture or AV Bid? Toggle Cloak Furniture or AV Bid? (Decisional Step) Cloak The data field Based on the process initiator's answer to the "Is this a furniture or AV bid?" question the process is evaluatedrouted. If True (Yes) the next step is PM Prepares Bid Documents.Doc Preparation If False (No) the next step is Vendor Manager Review. AV? Toggle Cloak A133 Been Signed? (Decisional Step)AV? Cloak The data field "Has the A133 Been Signed?" is evaluatedBased 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 PM Prepares Bid Documents. 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 Vendor Manager ReviewMgr Reviews Prop Bid List 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. 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. Toggle Cloak Prepriced Agmt? Cloak The 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 True (Yes) the next step is Vendor Reccomendation. If this conditional evaluates to False (No) the next step is Vendor Mgr Reviews Prop Bid ListIf Revise is chosen the next step is Initiator Revise. Toggle Cloak 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 The initiator reviews the process adds comments and the comments made by the reviewer and makes adjustments as necessaryrequired. The Action options for the indicator initiator are To Vendor Manager, To Program Manager or Void. If To Vendor Manager is chosen the next step is Vendor Manager ReviewMgr Reviews Prop Bid List. If To Program Manager is chosen the next step is Program Manager Review. If Void is chosen the next step is Finish.   Toggle Cloak Program Manager ReviewReviews Cloak The Program Manager reads the comments and reviews the process fields. The Program Manager has options fields and has the option to take an Action to Submit or Revise. If Submit is chosen the next step is Sole SourceCampus Construction? If Revise is chosen the next step is Initiator Revise. Toggle Cloak Campus Construction? 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 Sole Source? (Decisional Step)SP&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. Toggle Cloak 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 Cloak The data field "Sole Source?" is evaluated. If True (Yes) the next step is VPF Procurement Reviews Bid Package OCP Director Review. If False (No) the next step is Campus Construction?. M&U? Toggle Cloak OCP Director Review Cloak 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 Campus Construction? (Decisional Step)M&U? Cloak e-Builder evaluates information previously entered about the project to Cloak Multiple fields are evaluated to determine if this is a Campus Construction project.an M&U program? If Yes the next step is SP&T Utilities Program? If No the next step is OCPCampus Services?   Toggle Cloak SP&T Program? (Decisional Step)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 Director Review Cloak The Utilities Director reads the comments and reviews the process fields. The 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 SEG Program? Cloak e-Builder evaluates information previously entered about the project  to Cloak Multiple fields are evaluated to determine if this is an SP&T SEG Program. If True (Yes) the next step is VPF Strategic Sourcing SEG Director Review. If False (No) the next step is Projects O&M Director Review.? Toggle Cloak SPT SEG Director Review Cloak The SPT SEG Director reads the comments and reviews the process fields and . The SEG Director has the option to Submit or Revise. If Submit is chosen the next step is CC M&U Director Review. If Revise is chosen the next step is Initiator Revise. Toggle Cloak Projects O&M Director Review Cloak The Projects O&M Director reads the comments and reviews the process fields and . The O&M Director has the option to Submit or Revise. If Submit is chosen the next step is CC M&U Director Review. If Revise is chosen the next step is Initiator Revise. Toggle Cloak CC M&U Director Review Cloak The CC The M&U Director reads the comments and reviews the process fields and . The M&U Director 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 OCP? (Decisional Step)Campus Services? Cloak Multiple fields are evaluated e-Builder evaluates information previously entered about the project to determine if this is an OCP Campus Services Program. If True (Yes) the next step is OCP CS Director Review. If False (No) the next step is M&U? IBO Director Review Toggle Cloak 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. If Submit is chosen the next step is Approved Bid List If Revise is chosen the next step is Initiator Revise. Toggle Cloak OCP IBO Director Review Cloak The OCP IBO Director reads the comments and reviews the process fields. The OCP IBO Director has options 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 Initiator Revise Cloak The initiator revises the process and adds comments if necessary. The initiator Submits when finished with revisions. If the Submit action is taken the next step is Sole Source? If Void is chosen the next step is Finish. Toggle Cloak Approved Bid List 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 CA Apprv Contract Type. Card label Documents, Contract Approval, Release Bid Toggle Cloak CA 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. The next step is Approved 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. Toggle Cloak 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 label Bid 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 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 Vendor Recommendation. Toggle Cloak 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 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 Campus Construction? 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 SP&T Program? (Decisional Step) Cloak 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 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 M&U2? Cloak e-Builder uses information previously entered to determine "ownership" of the program. If True (Yes) Cloak Multiple fields are evaluated to determine if this is an M&U program? If Yes the next step is Utilities Program? If False (No) the next step is Campus Services? Toggle Cloak Utilities Program? (Decisional Step) Cloak Multiple fields are evaluated to determine if this is a Utilities Programe-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 Utilities Director Review Rec Cloak The Utilities Director utilities director reads the comments and reviews the process fields. The Utilities Director utilities director has the option to Submit or Revise. If Submit is chosen the next step is M&U Director Review Rec. If Revise is chosen the next step is Initiator Revise Recommendation. Toggle Cloak SEG Program? (Decisional Step) 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 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 O&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 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 Recommendation. Toggle Cloak OCP? Cloak Cloak Multiple fields are evaluated to determine if this is an SEG OCP Program. If True (Yes) the next step is SEG OCP Director Review. If False (No) the next step is O&M Director Review?         Card label Release to Bid   Card label Bid Award Recommendation     M&U?. Toggle Cloak OCP Director Review Cloak 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 Recommendation. Toggle Cloak 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 is Initiator Revise Recommendation. Toggle Cloak Campus 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 Initiator Awards Bid. 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 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