Request for Bid Business Process
Use the Request for Bid business process to prepare, invite, and award a bid for a Contract. It differs from most other business processes as it allows vendors who are not licensed users in the system to participate in the process. (The vendors participate in the bidding process through a bidder portal to which they receive invitations that include access information.) After bidding has closed, a winning bid is selected, and a Contract is created with that Vendor.
This version differs from the Request for Bid Unsealed business process because bids cannot be viewed until the bidding has closed.
Special Behaviors
For more information about using this business process (BP), such as using private bidding or comparing bids, see Request for Bid (RFB) Business Processes.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Bid_Awarded | terminal |
| Bid_Canceled | terminal |
| Bid_Rejected | terminal |
| Bid_In_Progress | non-terminal |
| Bid_Preparation | non-terminal |
| Bid_Review | non-terminal |
Workflow
The default workflow for the Request for Bid business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Related Processes
The Request for Bid business process might create the following business processes: Contract
The Request for Bid business process might be created by the following business processes: Not applicable
Creating a Request for Bid Record
Create a Request for Bid record by navigating to Commitments / Request for Bid on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Request for Bid task that has been assigned to you from the Tasks log.
Complete the Request for Bid form and attach related documents. After completing the Request for Bid form, select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Commitments, and then select Request for Bid.
- On the Request for Bid page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Request for Bid Information Form
Key Information
Key information specific to the bid
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Override Options Permitted | Editable | Indicates whether the bidder can change the Quantity or Unit of Measure, or both. |
| Bid Number | Editable | Bid Number |
| Require Bid Attachments | Editable | To require bidders to add attachments, select this option. |
| Bid Package Revision Number | Editable | Revision number of the bid package |
| Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
Request for Bid Dates
Key dates on the bid process
| Field Name | Access | Description |
|---|---|---|
| RFB Due Date | Editable | Date until which the bidder can submit its proposal |
| Order Delivery Date | Editable | Date for the vendor to deliver the required materials or services |
| Question Cut Off Date | Editable | Date limit for the bidders to submit questions |
| Bid Priority | Editable | Priority of the bid |
Estimate Cost Summary
| Field Name | Access | Description |
|---|---|---|
| Total Estimated Cost | Read-only | Displays the current estimated cost of the bid. |
Bid Sponsor
Information related to the bid sponsor
| Field Name | Access | Description |
|---|---|---|
| Bid Sponsor | Editable | Bid sponsor name |
| Sponsor Phone | Editable | Bid sponsor phone |
| Sponsor Email | Editable | Bid sponsor email |
Project Location
Location where the project will occur
| Field Name | Access | Description |
|---|---|---|
| Address | Editable | The location of the building, including the street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact name. |
| State/Province | Editable | The state or province of the building |
| City | Editable | The city where the building is located |
| State/Province - Other | Editable | If you are selecting a country without defined states, provinces, or regions, use this field to provide additional information. |
| Country | Editable | The country where the building is located |
| Zip/Postal Code | Editable | Enter the ZIP or postal code of the building. |
Bid Scope
Bid scope that the bidders will need to respond to the bid
| Field Name | Access | Description |
|---|---|---|
| Bid Scope | Editable | Scope of the bid |
Instructions
Instructions to the bidder to complete the bid proposal
| Field Name | Access | Description |
|---|---|---|
| Bidder Instructions | Editable | Additional instructions for the bidder to create and submit its proposal |
Vendor Requirements
Qualifications and additional bid details that the bidders will need to respond to the bid
| Field Name | Access | Description |
|---|---|---|
| Qualifications | Editable | Required qualifications for this bid |
| Certifications | Editable | Certification requirements for this bid |
| Insurance Coverage | Editable | Insurance coverage requirements for this bid |
Bid Meeting Details
Information about where the bid meeting will be held, if required
| Field Name | Access | Description |
|---|---|---|
| Location | Editable | Address where an in-person meeting will be held |
| Date and Time | Editable | Date and time of the meeting |
| Dial-In Instructions | Editable | Instructions for vendors who must attend virtually instead of physically |
Record Information
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Number | Read-Only | Unique Project Number |
| Project Name | Read-Only | Name of the project |
Currency
If the currency of this Request for Bid is different from the project currency, specify it here.
| Field Name | Access | Description |
|---|---|---|
| Transaction Currency | Editable | If there are multiple currencies defined, use this field to specify a currency other than the project currency. |
Consolidating Line Items
Forecast line items can be consolidated from the following business processes:
- Budget Change
- Budget Transfer
- Change Order
- Change Request
- Contract
- Estimate
- Forecast
- Initial Budget
- Invoice
- Issue
- Journal Entry
- PO Amendment
- Purchase Order
- Request for Bid
- Request for Bid Unsealed
- Risk
- Work Release
Completing the Bid Items tab
General
| Field Name | Access | Description |
|---|---|---|
| Cost Code | Required | Enter a cost code. |
| Code Name | Read-Only | Populates the code name of the selected cost code |
| Short Description | Editable | Enter a description of 50 characters or fewer. |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |
| Override Options Permitted | Editable | Indicates whether the bidder can change the Quantity or Unit of Measure, or both. |
| Item Quantity | Editable | Enter the item quantity. |
| Unit of Measure | Editable | Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts. |
| Item Unit Cost | Editable | Enter the item unit cost. |
| Amount | Read-Only | Amount of this line item |
Completing the Bid Items tab
General
| Field Name | Access | Description |
|---|---|---|
| Requester Short Description | Read-Only | Requester short description |
| Bidder Short Description | Editable | A short description for this line item |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |
| Override Options Permitted | Read-Only | Indicates whether the bidder can change the Quantity or Unit of Measure, or both. |
| Estimated Quantity | Read-Only | Estimated quantity |
| Item Quantity | Editable | Enter the item quantity. |
| Unit of Measure | Editable | Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts. |
| Item Unit Cost | Required | Enter the item unit cost. |
| Amount | Read-Only | Amount of this line item |
Completing the Winning Bid tab
General
| Field Name | Access | Description |
|---|---|---|
| Cost Code | Required | Enter a cost code. |
| Code Name | Read-Only | Populates the code name of the selected cost code |
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |
| Cost Line Item Type | Editable | Enter the cost line item type. |
| Item Quantity | Editable | Enter the item quantity. |
| Unit of Measure | Editable | Enter the unit of measure to be used for the Unit Quantity and Cost Per Unit amounts |
| Item Unit Cost | Editable | Enter the item unit cost. |
| Amount | Read-Only | Amount of this line item |