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Result or Product of this Process

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The 04.00 01 Bidding process is used to: for Bid List Approval, Release to Bid and Bid Award Recommendation including these specific steps.

  • Obtain an approved bidder list of bidders
  • Assemble Prepare and gain approval of the bid package
  • Release the bid
  • documents including the proposed sample contract provided by the Contract Admin
  • Secure approval to release the bidTabulate bidder submissions
  • Recommend an award
  • Notify awarded bidder
  • Notify bidders not awarded

The process should be used by the Project Manager for the entire process of Bid List Approval, Release to Bid and Bid Award Recommendation.

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

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

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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.
Note

Until all cost processes are released we will not kick off the e-Builder commitment/purchase order process after awarding the bid.

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

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labelBid List Approval

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1. Start Process (Complete Initial Bidding Form)

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  • The Bidding process is usually started initiated by the Project Manager.
  • Depending on the project the initiator completes the required sections of the page.
  • The OCP Planner, SPT Lead, SPT Commissioning Lead or VPF Strategic Sourcing may also start the process.
  • The initiator fills out the Contract Management, Potential Bidders, and if required the Sole Source sections of the process form. 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?

Bid list approval is always required except in the following cases involving a general contractor. (GC)

  • GC Bid following pre-construction bidding.
  • Subsequent LSW's or Exhibit A's following the first LSW.

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

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  • 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 Skip Bid List ApprovalAV?

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3. Skip Bid List Approval (Conditional)AV?

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  • Based on the process initiator's answer to the "Skip Bid List ApprovalIs this a furniture or AV bid?" question the process is routed.
  • If True (Yes) the process advances past the Bid List Approval part of the process and goes directly to Initiator Prepares Bid Documents.next step is Vendor Mgr Reviews A/V Bid
  • If False (No) the next step is Vendor Manager Reviews Bid List. Sole Source?

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4. Vendor Manager Mgr Reviews A/V Bid List

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  • The In this step the Vendor Manager reviews the proposed bidder list, completes any required fields, and has the option to take an Action to Submit or Revise. (See shaded area below for specific tasks and instructions)Bid information. The process reaches this step for A/V Bids.
  • If the Submit action is taken If Submit is chosen the next step is Program Manager ReviewReviews.
  • If the Revise action is chosen the taken he next step is Initiator Revise.
    #e6f2ffReview.

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Vendor Mgr Reviews Prop Bid List

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  • The Vendor Manager sees the type of work and estimated cost and uses that information to evaluate the vendors suggested by the PM.

  • The Vendor Manager checks to make sure:

    1. If a Vendor has been selected from the Company Lookup, the PM should have added Contact Name, Phone #, Email.

    2. If a new company is being added, the PM should have added the Company, Contact Name, Phone #, Email.

  • The Vendor Manager is responsible for reviewing the bidder information and updating the Contacts Module in e-Builder based on the information provided in the Potential Bidder List. 

    1. The VM checks to make sure the company and contact information exist in the Contacts Module and is correct.  If information is missing:

      1. The VM clicks on the “Contacts” tab at the top of the screen.

        1. If the Company already exists, add the Contact:

          1. The VM selects the Company.

          2. Clicks on “Add Contact” and copies the Contact information from the VM step into “Contacts”

          3. Clicks “Save”.

        2. If the Company does not already exist:

          1. The VM clicks “Add Company” and adds the Company

            1. From SAP, if available

            2. If not in SAP, more information will be required from the PM

          2. Add the Contact as per 3.a.i. above.

  • The Vendor Manager should add comments, where appropriate in the Vendor Manager Comments text box, or attach relevant documents to the step.

  • To have the PM revise information, the VM should select “Revise”.  To move it forward to the Program Manager, the VM should “Submit”.

    • To upload Companies and/or Contacts:

    1. Click on Contacts tab at the top.

    2. Click on “Import Contacts” (top right, in red line)

    3. Select the “How is your import file organized?”

    4. Choose the file to upload.

    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.

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Prepriced Agmt?

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  • 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.

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Sole Source?

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  • 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 List.

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5. Initiator Revise

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  • 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 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.

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6. Program Manager ReviewReviews

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  • 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.

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7. Campus Construction? (Conditional)

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  • 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?

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8. SP&T Program? (Conditional)

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  • 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.

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9. SPT Director Review

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  • 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.

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10. CC Director Review

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  • 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.

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11. OCP? (Conditional)

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

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12. OCP Director Review

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  • 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.

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13. M&U? (Conditional)

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  • 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?

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14. Utilities Program? (Conditional)

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  • 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?

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15. Utilities Director Review

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  • 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.

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16. SEG Program? (Conditional)

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  • 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?

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17. SEG Director Review

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  • 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.

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18. O&M Director Review

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  • 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.

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19. M&U Director Review

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  • The M&U Director reads the comments and reviews the process fields. The M&U 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.

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20. Campus Services? (Conditional)

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  • 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

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21. CS Director Review

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  • 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.

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22. IBO Director Review

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  • 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.

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23. Initiator Revise

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

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24. Approved Bid List (Automation)

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  • 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 Documents.
  • I) folder
  • The next step is CA Apprv Contract Type.
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CA Apprv Contract Type

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  • 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.

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Approved Pre-Price Agreement

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  • 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.

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PrePriced SoS

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

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Bid Document Preparation

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  • 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

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Contract Admin Assembles Bid Package

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  • 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.

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Hold for Bids/Proposals Received

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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
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labelRelease to Bid

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25. Initiator Prepares Bid Documents

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  • 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 GC Previously Approved?

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26. GC Previously Approved? (Decisional Step)

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  • 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.

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27. Assemble Bid Package

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  • 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

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28. Program Manager Reviews Package

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  • 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.

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29. Initiator Releases Bid

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  • 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.
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labelBid Award Recommendation

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30. Initiator Recommend Vendor Recommendation

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  • The initiator receives Project Manager, having received all the bid bids and supporting documents, reviews them, performs the analysis 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 process step form is completed and the Submit action is taken.
  • The next step is Selection of Source.

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31. Selection of Source (Automatic Step)

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  • 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.

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32. Vendor Manager Review of SoS

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  • 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.

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33. Program Manager Review

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  • 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.

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34. Initiator Revise Recommendation

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  • 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.

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35. Campus Construction (Decisional Step)?

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  • 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.

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36. SP&T Program? (Decisional Step)

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  • 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

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37. SPT Director Review

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  • 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.

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38. M&U (Decisional Step)U2?

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  • 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?

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39. Utilities Program (Decisional Step)?

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  • 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?.

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40. Utilities Director Review Rec

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  • 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.

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41. SEG Program?

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  • 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

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42. SEG Director Review Rec

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  • 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.

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43. O&M Director Review Rec

 
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  • 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.

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44. Vendor Manager Review of SoSCC Director Review

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  • 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.

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45. Campus Construction (Decisional Step)
OCP?

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  • 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?.

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46. CC OCP Director Review

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  • 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.

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

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  • 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?.

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48. OCP Director ReviewCampus Services?

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  • 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
  • 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.

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49. M&U? (Decisional Step)

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  • 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?

CS Director Review

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  • 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.

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IBO
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50. M&U Director Review

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  • The M&U IBO Director reads the comments and reviews the process fields and . 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 Revisethe next step is Initiator Revise.

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Initiator Award Bid

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  • 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.

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51. Campus Services? (Decisional Field)Pre-Priced 3?

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  • Multiple fields are evaluated to determine if this is an Campus Services program?This conditional determines if this process contains a Pre-priced agreement.
  • If True (Yes) the next step is CS Director Review the process moves to Finish.
  • If False (No) the next step is IBO Director Review. the process moves to Vendor Manager Checks Company Info

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52. CS Director ReviewVendor Mgr Checks Company Info

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  • 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.

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53. IBO Director Review

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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.

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54. Initiator Award Bid

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  • 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

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idPFI
labelProcess Form Instructions
  • 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?

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Vendor Exists in SAP?

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  • 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.

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AA Adds New Company

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  • 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.

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Hold for SAP Vendor #

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  • 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.

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Finish

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idpfi
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labelInitiator/Project Manager

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Potential Bidders

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

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Sole Source

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

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