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 Bid Packages to Vendors
Bid packages can be sent out individually or any not yet sent can be sent out to multiple bidders.
Steps to send out individual bid forms:
Select the project to send the invitation to bid
Click the Home button
Select Estimate
Click the Manage button and select the bid package for which you will be sending out bid invitations
Hover over the vendor’s name that you want to send out the invitation and click the More (vertical ellipsis) button
Select Send RFQ. Be sure that a vendor contact has been selected on each Vendor Quote Card for which you want to send out an invitation to bid
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
Steps to send out multiple invitations to bid:
Select the project to send the invitation to bid
Click the Home button
Select Estimate
Click the Manage button and select the bid package for which you will be sending out bid invitations
Click the More (horizontal ellipsis) and select Send All Unsent RFQs
Bid Form
When sending an invitation to bid, the bidder receives an email with a link that grants them access to the bid form. This form is a crucial tool that enables bidders to participate in the bidding process.
Using the bid form, bidders have the flexibility to select which items they wish to bid on. They can enter a total amount for their bid or provide a more detailed breakdown, specifying the amount for each individual item included in their bid.
Steps for a bidder to fill out the bid form:
The bidder receives invitation to bid in their email and clicks on OPEN BID FORM
The bidder will then be taken to the bid form. The first section provides information about the project, bid package, and due date
The bid amount section is where the bidder can see the cost codes and assemblies that bids are being requested for. The bidder can enter bid amounts for each cost code and select the items that are included in their bid or they can enter the total bid amount and the bid form will disperse it across the cost codes in the bid package. As the bidder makes changes to the amounts, they are automatically updated in RedTeam Flex in both the associated bid package and the vendor’s quote card. The bidder is able to make changes to the bid form as long as the bid status is not Committed, Cancelled, or Best.
A Supplemental Bid Document can be uploaded by the bidder and can be viewed in RedTeam Flex in the bid package
Any attachments that have been added to the bid package in RedTeam Flex, will appear in the ATTACHMENTS section of the bid form, for bidders to review
The last section of the bid form includes all plans and specifications that have been uploaded for the project. The bidder can click the links to review information that may assist them in providing their bid
Once the bidder has completed entering their bid and any relevant attachment, the bid will be included in the bid leveling process in RedTeam Flex
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
Bid Leveling Output
The Bid Leveling Output feature is designed to enhance your proposal submissions by providing comprehensive insights into your bid packages. This powerful tool enables you to attach detailed reports of bid packages directly to proposals, which improves transparency and decision-making processes. By utilizing this feature, you can ensure that all stakeholders have a clear understanding of the bids involved, the associated costs, and the selected quotes.
Key Features
Comprehensive Bid Information: The Bid Leveling Output displays critical details for each bid package, including:
All associated cost codes.
Vendors and the items they bid on.
Total bid amounts for each vendor.
Indication of the best-selected quote, if applicable.
Flexible Attachment Options: When attaching the Bid Leveling Output to a proposal, you have the flexibility to:
Display all bid packages associated with the project.
Select specific bid packages to include in the proposal.
Requirements for Using Bid Leveling Output:
The project must have the preference active to create bid packages.
Existing bid packages must be present in the project.
For original scope proposals, a 2023 format is required.
For change proposals, any current change order format (not prior 2018 or custom) can be used.
How to Use Bid Leveling Output
Prepare Your Project: Ensure that the project has the necessary preference activated to create bid packages, and that bid packages exist within the project.
Select the Appropriate Proposal Format:
Use a proposal using the 2023 format for original scope proposals.
Any current change order format (not prior 2018 or custom) may be used for change proposals.
Attach Bid Leveling Output to Proposal:
When preparing to submit the proposal, navigate to the attachment section in step 7 Proposal of Project Setup.
Select the bid packages you wish to include in the proposal. You can choose specific packages or opt to include all bid packages associated with the project.
Submit Your Proposal: Finalize the selection of bid packages and complete the proposal process. The detailed Bid Leveling Output will be included on your proposal, ensuring that all relevant bid information is presented clearly.
Additional Support
If you do not have customer proposal templates set up yet, or if you need assistance with configuring and using proposals, including the Bid Leveling Output feature, please reach out to your Client Success Manager or contact our support team.
For more information about preparing and submitting proposals see the below article