User Guide – Setting Up and Managing Bids (Tenders)
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Setting Up and Managing Bids (Tenders)
Create a Bid (Tender) Package
Note: We use the terms “bid”, “bids” and “bidding” which are synonymous with the terms “tender”, “tenders” and “tendering” in some construction industry markets. In this section, we also use the term “contractor” to include “subcontractor” or “specialty contractor“, a party who will bid to perform part of the head contract.
To create a bid (tender) package for your project, follow the steps below.
Step 1: Go to Bidding (Tenders)
Go to your Bidding (Tenders) module and click the “NEW BID” button.
Step 2: Add your bid folder name
First, type in the name of your bid folder. You can select one of the bid package name suggestions, or enter your own.
Step 3: Add documents
After clicking your bid package folder, you will be directed to the bid documents tab. Here you will add plans/files related to the bid package works.
Click the “Documents” button to add plans/files from your document folders.
Add whole folders at once or select individual files by clicking the related checkboxes, then click the “SAVE” button on the top-right of your screen.
Step 4: Add scope information
Click on the “SCOPE” tab to begin adding your bid package information. A description of each field can be seen below.
- Bid Contact: the project team member responsible for this bid and will receive all related correspondence from contractors invited to price.
- Due Date: represents the date the bid is due to be closed.
- Reminder (optional): automate the distribution of reminder email notifications to contractors invited to price your bid a set number of days before the selected due date.
- Description (optional): information outlining the nature of the works to be done.
- Attachments (optional): attach any file from your device to be included in your bid package
Step 5: Add Scope of Works (SoW) breakdown
Your Scope of Works (SoW) breakdown will govern how contractors price your bid to ensure consistency across all the quotes you receive.
The SoW breakdown is broken up in to “sections”, with a number of “items” under each.
A scope section represents one part of the total works for the bid. Scope items include a description field and the related unit of measurement for the item.
Contractors that are invited to quote on your bid will submit a price for each individual scope item under each section.
To add a scope section, click into the “Section” field and start to type the section name, then click the “+ADD ITEM” button to add your first item.
You can add the below units of measurement to an item:
- Day(s)
- Hour(s)
- Hundr
- Item
- Level(s)
- Lump sum
- Foot
- Sq ft
- Cu ft
- Month(s)
- No.
- Quantity
- Thous
- Unit(s)
- Visit(s)
- Week(s)
- Worker(s)
After adding the related sections and items for your bid’s SoW, click the “SAVE” button.
Step 6: Preview your bid invitation (optional)
Although contractors will be pricing your bid via the interface, a “bid Invitation” pdf is attached to the email notification of contractors you invite to price as a formality.
To see a preview of the bid invitation pdf, click the “PREVIEW” button at the bottom of your Scope Breakdown section.
Create a Scope of Works (SoW) template
Scope of Works (SoW) templates can be created and reused by your project team members across all your organisation’s projects. To create an SoW template, follow the steps below.
Step 1: Navigate to a bid package
After navigating to your bids (Tenders) module, click on a bid package and go to the “SCOPE” tab.
Step 2: Add Scope of Works (SoW) breakdown
In order to create an SoW template, you must first add sections and items to your SoW breakdown.
Step 3: Save your Scope of Works (SoW) as a template
To save your SoW as a template, click the “SAVE AS TEMPLATE” button, add a name for your template and click the “SAVE” button.
Your template can be viewed by clicking the “IMPORT TEMPLATE” button and selecting “Company templates” from the menu.
Create a Scope of Works (SoW) template via Excel file
Scope of Works (SoW) templates can also be created via CSV and then imported into your bid package. To create a Scope of Works CSV template, follow the steps below.
Step 1: Navigate to a bid package
After navigating to your bid (Tenders) module, click on a bid package and go to the “SCOPE” tab.
Step 2: Click “IMPORT TEMPLATE”
Click the “IMPORT TEMPLATE” button and select “Import CSV” from the menu.
Step 3: Click the “GET TEMPLATE” button
To download an empty Scope of Works CSV template, click the “GET TEMPLATE” button in the dialogue.
Step 4: Open CSV template and add sections/items
Open the Scope of Works (SoW) CSV template and start adding sections and items.
The CSV template includes the related column headings, showing where to place your scope sections and items.
Sections are listed on the very left-hand column, with the related items listed on the right-hand side. Item units can be selected for items in the third column from the left.
Step 5: Save your template
Save your template as an .xls, .xlsx or .csv file.
Edit a Scope of Works (SoW) template
To edit an SoW template, follow the steps below.
Step 1: Navigate to a bid (Tenders) package
After navigating to your bidding (Tenders) module, click on a bid package and go to the “SCOPE” tab.
Step 2: Click “IMPORT TEMPLATE”
Click the “IMPORT TEMPLATE” button and select “Company templates” from the menu.
Step 3: View your template and click the “EDIT” button
Locate the template you wish to edit and click “SELECT”.
Step 4: Edit your template and click the “SAVE” button
Edit sections and items and click the “SAVE” button to save your changes.
Delete a Scope of Works (SoW) template
To delete an SoW template, follow the steps below.
Step 1: Navigate to a bid (Tenders) package
After navigating to your biding module, click on a bid package and go to the “SCOPE” tab.
Step 2: Click “IMPORT TEMPLATE”
Click the “IMPORT TEMPLATE” button and select “Company templates” from the menu.
Step 3: View your template and click the “DELETE” button
After locating the template you wish to delete, click the small arrow button on the right-hand side of the template line item to view the template.
You can then click the “DELETE” button to remove it from your organisation’s SoW templates.
Import a Scope of Works (SoW) template
To import an SoW template, follow the steps below.
Step 1: Navigate to a bid (Tenders) package
After navigating to your bidding module, click on a bid package and go to the “SCOPE” tab.
Step 2: Click “IMPORT TEMPLATE”
Click the “IMPORT TEMPLATE” button and select “Company templates” from the menu.
Step 3: Select your template and click the “IMPORT” button
After locating the template you wish to import, click the small check circle on the left-hand side of the template line item and then click the “SELECT” button on the bottom right-hand side of the dialogue.
Import a Scope of Works (SoW) template via Excel file
To import an SoW template via CSV, follow the steps below.
Step 1: Navigate to a bid (Tenders) package
After navigating to your bidding module, click on a bid package and go to the “SCOPE” tab.
Step 2: Click “IMPORT TEMPLATE”
Click the “IMPORT TEMPLATE” button and select “Import CSV” from the menu.
Step 3: Click “UPLOAD” and select your template file
Click the “UPLOAD” button and select your saved template from the file explorer.
You can then make any changes to the template, then click the “IMPORT” button to import it in to your SoW.
