1. How do I notify Vendors that the Bid Date has Changed?
During the preconstruction/estimating phase of a project, bid dates often change, and you will want to notify your bidders accordingly. There are a couple of options to notify the bidders from RedTeam:
1. Update the Required Date on the RFQ, and add a message about the Bid Date change on the document, then resend the RFQs.
2. Issue an email from the Dialog tab.
Steps:
Option 1: Resend RFQs
From the Project's home menu, select "Vendor Quotes"
Click the Filter icon
Filter for Status: Committed; Type: RFQ; Bidding: all except "No"
Click "Filter" or "Filter & Hide"
Uncommit all filtered RFQs by making sure "All" are displayed on one page (top right) then clicking the select all checkbox
Click "Uncommit"
Once all RFQs are back in Draft status, click the checkbox to select all RFQs again
Click "Update"
Update the RFQs by changing the Required Date and/or Special Instructions to note the change in Bid Date
Click "Save"
Since your RFQs were Uncommitted, use the Filter to display Draft RFQ
Commit all filtered RFQs by making sure "All" are displayed on one page (top right) then clicking the select all checkbox
Once Committed, resend the RFQs by clicking the select all checkbox then click "Email"
In the email window, update the subject and message for all RFQs if desired, then click "Send" at the bottom of the window
Option 2: Send an email from Dialog
From the Project's home menu, select "Correspondence"
In the Dialog tab, click the Add (+) icon
Select "Email"
In the Email form, type the subject of the email and your message
To send to all current bidders privately, select the "Add BCC:" option
In the "Select Contacts" window, choose the option "Vendor Team Members" from the dropdown, then select "All"
Click "Select"
Review your email then click "Send"
2. What is a cost code Assembly? How do I add Master Assemblies?
In RedTeam, you have a fixed list of cost codes provided by your company that are used throughout the project. During the estimating/preconstruction phase, you have the ability to build cost code Assemblies -- the detailed scope breakdown of the items you are estimating for each cost code.
While optional, some advantages to building this breakdown during estimating/preconstruction is to give your bidders the opportunity to select which items they will include or exclude in their Quotes when they use RedTeam's "Upload Quote" feature. You can even build in your own cost estimate values to compare incoming Quotes against, which is helpful if a bidder is excluding items from a Quote (i.e. one painting bidder will provide all items, but another will exclude the parking lot, so RedTeam uses your estimate for painting the parking lot to create a comparative value for the Quote). It is also beneficial down the road, when a Project is awarded, you can generate a Buyout Commitment (such as a subcontract or PO) from the Assembly in your Estimate, automatically pulling in the scope line items that you can then modify as needed.
You can build as many Assemblies tied to a cost code as you need. Some of these Assemblies will be project specific and used only on that job, but some could be scope items that are often broken down during estimating, and so you may want to save those as Master Assemblies, to be used on future Projects later.
The advantage to using Master Assemblies is having the detail built in automatically so that when you add one of the Assemblies to your Estimate, you simply add, remove, or modify the items in the detail, rather than creating the detailed breakdown every time.
Steps:
From the Configuration menu, locate "Master Assemblies" under the Services heading
Click the Add (+) icon
Select the cost code for which you are creating a new Assembly
Enter an Assembly Name (you will be able to search by this name when adding Assemblies to an Estimate)
Select a Unit of Measure and Quantity for the overall Assembly
Click "Save"
Scroll through the list or use the Search bar to look up your new Master Assembly
Click the tool icon and select "Edit"
Use the "+ Add Item" section to add new scope line items to the Master Assembly
You can have as many items as needed in an Assembly and all Assemblies can be adjusted and modified per Project once added to an Estimate