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Result or Product of this Process
The 04.00 Bidding process produces:
- An Approved Bidder List
- The Bid Package containing Bid Documents
- A released bid
- Tabulation of bidder submissions
- An approved award recommendation
- An Awarded Bidder who has been notified of the Award
- Bidders notified that they have not been selected for the Award
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
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.
This workflow displays in two images.
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..
1. Start Process (Complete Initial Bidding Form)
- The Bidding process is usually started by the Project Manager.
- 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.
- The next step is Skip Bid List Approval?
2. Furniture or AV Bid? (Decisional Step)
- 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.
3. Skip Bid List Approval (Decisional Step)
- The data field "Skip Bid List Approval?" conditional is evaluated.
- If True (Yes) process advances past Bid List Approval directly to Initiator Prepares Bid Documents. (Step #28 in this document)
- If False (No) the next step is Vendor Manager Review.
4. Vendor Manager Review
- 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 Review.
- If Revise is chosen the next step is Initiator Revise.
5. Initiator Revise
- The initiator reviews the process, adds comments and makes adjustments as necessary. 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 Review.
- If To Program Manager is chosen the next step is Program Manager Review.
- If Void is chosen the next step is Finish.
6. Program Manager Review
- The Program Manager reads the comments and reviews the process fields and has Action 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.
7. Sole Source? (Decisional Step)
- 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?.
8. Campus Construction? (Decisional Step)
- e-Builder uses information previously entered 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?
9. SP&T Program? (Decisional Step)
- e-Builder uses information previously entered 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.
10. SPT Director Review
- 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.
11. CC Director Review
- 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.
12. OCP? (Decisional Step)
- e-Builder evaluates information previously entered 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?
13. OCP Director Review
- 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.
14. M&U? (Decisional Step)
- e-Builder evaluates information previously entered 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?
15. Utilities Program? (Decisional Step)
- e-Builder evaluates information previously entered 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?
16. Utilities Director Review
- 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.
17. SEG Program? (Decisional Step)
- e-Builder evaluates information previously entered 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?
18. SEG Director Review
- 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.
19. O&M Director Review
- 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.
20. M&U Director Review
- 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 (Mail Merge).
- If Revise is chosen the next step is Initiator Revise.
21. Campus Services? (Decisional Step)
- e-Builder evaluates information previously entered 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?
22. CS Director Review
- 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 (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
- If Revise is chosen the next step is Initiator Revise.
23. IBO Director Review
- 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.
24. Initiator Revise
- The initiator revises the process and adds comments if necessary. The initiator Submits when finished with revisions.
- The next step is Sole Source?
25. VPF Procurement Reviews Bid Package
- 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 Initiator Revise.
26. Approved Bid List (Automatic Step)
- Automatic step generates the Approved Bid List document.
- The next step is Initiator Prepares Bid Documents.
27. Initiator Prepares Bid Documents
- The initiator, usually the Project Manager, prepares the bid documents and completes the required fields. The Submit Action is taken when finished.
- The next step is GC Previously Approved?
28. GC Previously Approved? (Decisional Step)
- 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 DoF Procurement Assembles Bid Package.
29. DoF Procurement Assembles Bid Package
- The DOF Procurement reads the comments and reviews the process fields DoF Procurement may take an Action to Submit or Revise
- If Submit is chosen the next step is Projects Director Reviews Package
- If Revise is chosen the next step is Initiator Prepares Bid Documents
30. Program Manager Reviews Package
- 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.
31. Initiator Releases Bid (The initiator works in the Bidding Module prior to Submitting this step)
- The initiator (usually the Project Manager) must, prior to releasing the Bid, work within the Bidding module to complete the steps that enable the Bidding portal for the particular bid.
- Once the bid has been released the initiator completes the required process fields, takes the Submit Action.
- The next step is Initiator Recommends Vendor.
32. Initiator Recommend Vendor
- 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.
33. Selection of Source (Automatic Step)
- This is an automatic step to generate the Selection of Source document. The Selection of Source template is applied.
- The next step is DoF Procurement Reviews Selection.
34. DoF Procurement Reviews Selection
- DoF Procurement 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
35. Program Manager Review
- 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.
36. Initiator Revise
- 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.
37. Campus Construction (Decisional Step)
- 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.
38. SP&T Program? (Decisional Step)
- 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 DoF Procurement Review.
39. SPT Director Review
- 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 Review.
- If Revise is chosen the next step is Initiator Revise.
40. M&U (Decisional Step)
- e-Builder uses information previously entered to determine "ownership" of the program.
- If True (Yes) the next step is Utilities Program?
- If False the next step is DoF Procurement Review.
41. Utilities Program (Decisional Step)
- 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?.
42. Utilities Director Review
- 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 DoF Procurement Review.
- If Revise is chosen the next step is Initiator Review.
43. SEG Program
- e-Builder uses information previously entered 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.
44. SEG Director Review
- 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 DoF Procurement Review.
- If Revise is chosen the next step is Initiator Revise.
45. O&M Director Review
- 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.
46. DoF Procurement Review
- DoF Procurement 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 GC Previously Approved?.
- If Revise is chosen the next step is Initiator Revise.
47. GC Previously Approved? (Decisional Step}
- The data field "GC Previously Approved" is evaluated.
- If True (Yes) the next step is Campus Construction.
- If False (No) the next step is One Bid?
48. One Bid? (Decisional Step)
- The data field "One Bid" is evaluated.
- If True (Yes) the next step is VPF Procurement Review.
- If False (No) the next step is Lowest Bid?
49. Lowest Bid? (Decisional Step)
- 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?
50. Lowest Bid? (Decisional Step)
- 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 (Yes) the next step is Campus Construction.
- If False (No) the next step is VPF Procurement Review.
53. VPF Procurement Review
- 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.
54. Campus Construction (Decisional Step)
- 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?
55. CC Director Review
- 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.
56. OCP? (Decisional Step)
- 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?.
57. OCP 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.
58. M&U? (Decisional Step)
- 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?
59. M&U Director Review
- 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
60. Campus Services? (Decisional Field)
- 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.
61. CS Director Review
- 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.
62. IBO Director Review
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.
63. Initiator Award Bid
The initiator reviews the process and awards the bid using the e-Builder Bidding module. The initiator Submits.
The next step is Finish.
64. Finish
Contract Management
Potential Bidders
Use the Lookup link to display a menu that allows potential bidders to be added.
Sole Source
Indicate if this is a Sole Source procurement. If it is Sole Source, provide a reason.
