Add Bid Package

VIDEO | Add a Bid Package

You can either add a bid package manually or import bid packages from an Excel template, as described "Bid Package Import Template".

The following overviews provide key information on the fields you fill out when you create a bid package manually.

Overview - Add Bid Package – Bid Package Details
  Title Description

1

Description

A brief overview which will show in your reports.

2

Type

Used for grouping bid packages in your reports.

3

Discipline

A specialty area for your bid package. The disciplines are pulled from the master data set up in InEight Platform.

4

Currency

The currency of your bid package. If the currency for the bid package is different from the currency defined in the project details, Contract converts the project currency to the contract currency when performing a budget check during the workflow process. If a currency conversion rate has not been configured, Contract assumes the rate is 1:1.

5

Kickoff date

The date you will issue your bid package to bidders or convert it to a contract.

6

Project delivery (Need By) date

The date you need products delivered or services performed.

7

Package scope

The overall breadth of your bid package.

8

Risk

The liability level of your bid package.

Overview – Add Bid Package - Budget

Overview – Add Bid Package - Budget
  Title Description

1

Original base value

The amount from the estimate.

2

Contingency in estimate

A provision for incidental or unforeseen costs.

3

Escalation in estimate

Any anticipated increase in the estimate. This unusually represents the increase from when it was originally estimated and when buyout occurs.

4

Un-awarded adjustment

Any amount from the original estimate which will not be included now, but that you want to contract.

 

For example, you may want to award only a portion of the work to a sub now but plan to award the remaining amount later. By putting the unawarded amount in this field, you can still account for the cost even though it is not yet awarded.

5

Owner change amount

The amount discussed for an owner change. 

Aside from the values associated with WBS code (covered later in this lesson), the values defined on your bid packages are informational and do not integrate with other applications until they become contracts.

Manually Adding a Bid Package

The following steps walk you through how to add a new bid package.

Step by Step — Add a Bid Package

  1. Click on the 2nd level menu in the navigation bar, hover over Contract, and select Bid Packages.

  2. Click on the Add bid package icon to launch the bid package wizard.

  3. Complete the bid package details fields with the information below:

    • Description: [Your Initials] – Training Bid Package
    • Type: Permanent material
    • Discipline: Metals
    • Currency: US Dollar
    • Kickoff date: [Pick date]
    • Project Delivery (Need By) Date: [Pick date]
    • Package Scope: This is my structural steel training bid package
    • Risk: Medium

  4. Click Next.

  5. Complete the budget fields with the information below:

    • Original base value:  $12,744,227
    • Contingency in estimate: $10,000
    • Escalation in estimate: $0.00
    • Un-awarded adjustment: $0.00
    • Owner change amount: $0.00

  6. Click Submit and in the background your new bid package is assigned a unique ID and added to the bid package register.

The asterisk (*) at the beginning of a field name indicates it is a required field.

Bid Package Header Information

When adding a new bid package, once you click Submit, the new bid package opens to the Overview tab, with summary header information at the top of the page.

You can get to the bid package record page for existing bid packages as well by clicking the bid package ID or Description from the Bid package register page, as shown below:

Overview – Bid Package Header Information
  Information Group Description

1

Breadcrumbs

Shows your bid package ID and description. Click Bid packages to return to the bid package register page.

2

Status

Shows as New until you add milestones to your bid package. Then, the status shows the milestone you are currently working to complete.

3

Original base value

Shows the amount from the estimate you entered when you created the bid package.

4

Total estimate

Shows the sum of the original base value, contingency in estimate, escalation in estimate, un-awarded adjustment and owner change amounts.

5 Approval status Shows the status of the bid package approval.

6

Bid package tabs

Overview, Milestones, Supporting Documents, and Workflow Assignments.

7

Convert to contract button

Opens and prepopulates the Add contract dialog box. You must have selected values in the *Type, *Effective date and *Vendor fields. Click the Add button to convert your bid package into a contract.

8

Cancel and Save buttons

The Cancel button closes your bid package and returns you to the bid package register. The Save button saves changes you make to your bid package. The Save and start approval button shows when there is a workflow step at the organization, project, or bid package level. Click to save your changes and start the approval process