Bid Packages
Bid packages are built using multiple cost codes or a single cost code. The scope of a bid package defines what cost codes are included and what specific work is being bid on. Once the bid package has been created, the next step is selecting the vendors that the bid package will be sent to. The bid package is then sent out to vendors, they can provide quotes either for specific cost codes or for the entire bid package.
You'll need to upgrade to the new vendor management experience to access the new bid packages and bid leveling features. Please reach out to your Customer Success Manager to get started.
Steps to create a bid package:
Select the project that you are going to be setting up the Bid Packages
Click the Home button
Select Estimate
Click the New (+) Button
Select the option to Add Bid Package
To change the name of the Bid Package, click on “New Bid Package” in blue and type in the new name
The Bid Package Details can be accessed by hovering over the Bid Package name and clicking on the More (vertical ellipsis) button. In the Bid Package Details you can change the due date (which will be inherited by all bidders added after that point), add attachments, select the primary contact for the Bid Package, and add Special Instructions that will go out in the Request For Quotes
Cost codes can either be assigned to the Bid Package (if they exist in the estimate already) or added to the Bid Package (which will add the new cost codes to the estimate) by clicking the New (+) button and selecting either Assign Cost Code or Add Cost Code. Then selecting the cost codes you would like added to the Bid Package by adding a checkmark to the box next to them. To finalize adding the cost codes to the Bid Package, click Add in the top right.
Bidders/Vendors can be added by clicking on the New (+) button and selecting Add Bidders. When adding Bidders, the list can be searched and filtered by a variety of options by clicking on the filter requirements button. Once you have add checkmarks next to the bidders you want to add to the Bid Package, click Add in the top right corner.
Sending Out Bidding Packages to Vendors
Bid packages can be sent out individually or en masse.
Steps to send out individual requests for quotes:
Select the project to send the request for quote
Click the Home button
Select Estimate
Click the Manage button and select the bid package you will be sending out requests for
Hover over the vendor’s name that you want to send out the request and click the More (vertical ellipsis) button
Select Open Quote Card
In the Quote Card you can modify the date the quote is due and select the primary contact for the request
After the information is updated, click the Close (X) button in the top right corner to save any changes
Again hover over the vendor’s name and click the More (vertical ellipsis) button
Select View RFQ
Review the Request For Quote information then click the Email button in the top right corner
An optional message can be added to the Request For Quote
Click the Send button in the top right corner to email the vendor to request their quote
Steps to send out requests to bid en masse:
Select the project to send out the requests for quotes
Click the Home button
Select Vendor Quotes
Add checkmarks next to the vendors you would like to send out requests for quotes or clicking in the checkbox at the very top of the column will select all
Click the Email button in the top right corner
Optional messages can be added that go to all the bidders or messages specific to each bidder Note: A contact must be selected in the vendor's quote card for them to appear in the "To" section.
Click Send button to email all selected bidders to request their quotes
Bid Leveling
Bid leveling is used to compare numbers across multiple cost codes using filled out bid packages. Estimators and their teams will have a more complete look at their bids, such as included and excluded items across cost codes. This provides a comparative cost analysis, should-cost analysis, multiple awards, split assemblies, and selection of best quotes to instantly update cost and pricing. After the bids have been reviewed, the work can be awarded to the selected vendor.
How to bid level and select as best:
Select the project that you would like to select the best bids for
Click the Home button
Select Estimate
Click the Manage button and select the bid package to begin bid leveling
A vendor’s bid can either be entered by each cost code line or as a total. Note: To update the vendor’s bid, the status for the vendor in the bid package cannot be Committed, Best, or Cancelled.
To add bid amounts to each cost code, click the corresponding cell in the column under the vendor’s name and enter the bid amount. Any assembly items associated with the cost code line can be checked or unchecked to illustrate which are part of the vendor’s bid.
To add as a total, click the cell in the Quote Amount row under the Vendor’s name and enter the total. RedTeam Flex will then disperse the amount to the items based on what was entered in the estimate. The cost code items can be adjusted to match the vendor’s bid.
To compare bids, the Quote Cards can be opened and by clicking and dragging the header, they can be moved around and arranged to review multiple vendors bids
Once the preferred bid has been chosen select the status and change that vendor’s bid to Best. This will lock the bid and update the Cost Estimate with the amounts selected. Note: If the bid needs to be changed, update the status to Draft and then make updates.
Bid Packages: Converting Quote Into A Buyout Commitment Or Change Order
Once a vendors quote has been entered for a bid package, that quote can be converted into vendor buyout commitments and change orders. Since there can be multiple cost code items in a bid package, the quote can be used to create multiple commitments and change orders, as needed.
Steps to convert a quote into a buyout commitment:
Select the project that you would like convert the quote to a buyout commitment
Click the Home button
Select Vendor Quotes
Click the Tools (vertical ellipsis) button next to the quote you want to convert into a buyout commitment
Select Add Vendor Commitment
Select the vendor commitment format
Complete the workflow process of creating a buyout commitment. Note: All cost code items and their values will be loaded to Step 3 Products & Services. Proceeding to that step will allow the user to remove, add, or modify the items to fit the commitment that is being created.
For more information about creating buyout commitments see the below article
Steps to convert a quote into a vendor change order:
Select the project that you would like convert the quote to a change order
Click the Home button
Select Vendor Quotes
Click the Tools (vertical ellipsis) button next to the quote you want to convert into a change order
Select Add Vendor Change
Select the vendor commitment that the change order is to be associated with. Note: The vendor commitment has to be in an Committed or Executed status
Complete the workflow process of creating a change order. Note: All cost code items and their values will be loaded to Step 3 Products & Services. Proceeding to that step will allow the user to remove, add, or modify the items to fit the change order that is being created.
For more information about creating change orders see the below article