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Result or Product of this Process
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
- Prepare and gain approval of the bid package documents including the proposed sample contract
- Indicate that the bid has been released
- Recommend an award supported by the bid results/bid tab.
- Indicate notifications have been made to the bidders
- Ensure that the awarded bidder is properly set up in e-Builder and SAP
Note that the Bidding process is used to inform and indicate pending or past actions internally about the bid. The Bid module is used to construct and publish the bid to the Bidders portal.
Process Details
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.
To make the Step descriptions for Bidding easier to read they have been separated into the three parts (tabs).
1. Start Process (Complete Initial Bidding Form)
- 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 sections of the process form.
- When finished, click the Submit button. 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
- The next step is Furniture or AV Bid?
2. Furniture or AV Bid? (Conditional)
- 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.
- If False (No) the next step is Vendor Mgr Reviews Prop Bid List.
3. Vendor Mgr Reviews Prop Bid List
- 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.
4. Initiator Revise
- 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.
- 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 is chosen the next step is Finish.
5. Program Manager Review
- 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.
6. Campus Construction? (Conditional)
- 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?
7. SP&T Program? (Conditional)
- 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.
8. SPT Director Review
- 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.
9. CC Director Review
- 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.
10. OCP? (Conditional)
- 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?
11. OCP 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.
12. M&U? (Conditional)
- 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?
13. Utilities Program? (Conditional)
- 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?
14. Utilities Director Review
- 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.
15. SEG Program? (Conditional)
- 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?
16. 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.
17. 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.
18. 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
- If Revise is chosen the next step is Initiator Revise.
19. Campus Services? (Conditional)
- 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
20. 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
- If Revise is chosen the next step is Initiator Revise.
21. 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.
- If Revise is chosen the next step is Initiator Revise.
22. 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?
23. Approved Bid List (Automation)
- 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.
24. CA Apprv Contract Type
- The Contract Admin either approves or changes the contract type.
- The Contract Admin takes the Approved action to approve.
- 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.
25. Bid Document Preparation
- 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
26. Contract Admin Assembles Bid Package
- 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.
27. Hold for Bids/Proposals Received
- 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.
28. 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.
29. Initiator Releases Bid
- 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.
30. Vendor Recommendation
- 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.
31. 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 Vendor Manager Review of SoS.
32. Vendor Manager Review of SoS
- 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.
33. 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 Recommendation.
34. Initiator Revise Recommendation
- 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.
35. 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.
36. 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 Vendor Manager Review of SoS
37. 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 Vendor Manager Review of SoS.
- If Revise is chosen the next step is Initiator Revise.
38. 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 Vendor Manager Review of SoS.
39. 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?.
40. 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 Vendor Manager Review of SoS.
- If Revise is chosen the next step is Initiator Review.
41. 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.
42. 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 Vendor Manager Review of SoS.
- If Revise is chosen the next step is Initiator Revise.
43. 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 Vendor Manager Review of SoS.
- If Revise is chosen the next step is Initiator Revise.
44. Vendor Manager Review of SoS
- Vendor Manager reads the comments and reviews the process fields. Vendor Manager has the option to Submit or Revise.
- If Submit is chosen the next step is Campus Construction.
- If Revise is chosen the next step is Initiator Revise.
45. 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?
46. 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.
47. 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?.
48. 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.
49. 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?
50. 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
51. 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.
52. 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.
53. 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.
54. Initiator Award Bid
- 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.
55. Vendor Manager Checks Company Info
The Vendor Manager checks 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?
56. Vendor Exists in SAP (Decisional)
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.
57. AA Adds New Company
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.
58. Finish