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Module 3: Bid Packages
Module 3: Bid Packages

Streamline the Bidding Process with Seamless Bid Packages!

Carmela Flores avatar
Written by Carmela Flores
Updated today

Overview

Bid packages can be created in INGENIOUS.BUILD to solicit bids from your vendors and provide an organized method for receiving and scoping bids.

Process

A. Create a Bid Package

Using the following instructions you will create an RFP for Architectural Services, send it out to two companies who are using the INGENIOUS.BUILD platform, and record the response to the RFP from one bidding company who is Off-System.

  1. Using the Project Navigation Menu go to the Bid Packages module.

  2. Click Create Bid Package.

    1. Select Architect / Engineer / Designer, click Next Step.

    2. Select Anticipated Contract Holder: The Client as Principal with Your Company as Advisor. Click Select Contract Holder.

  3. Fill out the General Bid Details with the following information:

    1. Bid Package Name: Architectural Services

    2. Bid Package Manager: Yourself (this is already selected by default since you are the bid package creator.)

    3. Contract Type: Standard Contract Agreement (Single Stage Agreement)

    4. Unit of Measure: Imperial

    5. Area Type: Gross Area

    6. Area: 40,000 sf

    7. Sector/Industry: Office

    8. Intend to Bid Due Date: one week from today's date 4:00 pm (16:00)

    9. Bid Due Date: Two weeks from today's date 4:00 pm (16:00)

    10. Services Commencement: One month from today's date (16:00)

    11. Construction Commencement: Two months from today's date (16:00)

    12. Anticipated Substantial Completion: One year from today's date (16:00)

    1. Click Next Step.

  4. Enter Project Scope.

    1. Project Scope Description: The project scope description will pull over from what was entered when creating the project.

    2. Services Scope of Work: Architectural design services associated with the construction of tenant improvements of approximately 40,000 SF on Floors 35 and 36 in a high-rise office building.

    1. Click Next Step.

  5. Fill out Bid Form. When creating a bid form you have the option of building out bid form items manually, or loading from a template stored in your company's workspace.

    1. Click Load From Template.

      1. Select Template: ‘Architect - Tenant Rep Interiors Short Form’.

      2. Click Load.

    2. Set the Bid Form Items for the Bid Package.

      1. Remove the ‘01030: Architect: Reimbursables’ line item by clicking the trash can icon on the right hand side.

      2. Assign the first Bid Form Item to the Cost Code: 0220: Architect.

      3. Select "Apply to All" to assign the cost code to the rest of the bid form items.

      4. Add Bid Form Items as alternates to the bid package by clicking + Add Bid Form Item at the top or bottom of the page.

        1. 'Conduct ADA Survey of Existing Premises'

        2. 'Conduct Site Survey of Existing Conditions'

        3. Toggle the two added Bid Form Items to be Alternate and apply the 0220: Architect cost code.

      5. Click Next Step.

  6. Add Files to the Bid Package from the References tab.

    1. Upload the following files to the bid package under Files:

      1. ARCHITECT RFP SAMPLE - Bldg Rules & Regs.pdf

      2. ARCHITECT RFP SAMPLE - Floor Plan Test Fit.pdf

      3. ARCHITECT RFP SAMPLE - Space Program.pdf

    2. Click Next Step.

  7. Insurance Requirements can either be imported from a company template or entered manually. For the sake of this training exercise, we will not enter any Insurance Requirements. Click Next Step.

  8. Add Q&A's to the Bid Package.

    1. Click Load From Template.

      1. Select Template: ‘Architect - Architect Bid Q&A’.

      2. Click Load. Notice the options for question types under the dropdown on each question.

    2. Click Save.

You have now created a bid package. Once a bid package is created, it can be sent to on-system contacts, or sent to new users.

B. Send the RFP to Companies to Bid

  1. Click Add bidders.

    1. Select Invite bidder(s) and click Next.

    2. Search for the following:

      1. Mario Lemieux - Legends Design Group

      2. Steve Yzerman - Red Wing Architecture

    3. Click Invite next to each and click Submit to Bidders.

You have now sent the invitation to bid out to two architecture companies. When a company receives an invitation, they are able to view the bid information. They can indicate whether or not they intend to bid and follow up with a proposal.

C. Enter a Manual Bid

For companies that will not be returning a bid via the INGENIOUS.BUILD platform, you still have the ability to enter bids on their behalf.

This can be used if a company emails you a bid but you would still like to scope it out with the other bidders that have submitted bids on-system. Let's enter a manual bid you received from an architecture firm.

  1. Click Add bidders.

  2. Select Create Manual Bid and click Next.

  3. Fill out the Bid Form.

    1. Contact: Click Assign and select Eric Lindros - Flyers Architecture. Click Bookmark next to their name and click Save.

    2. Date Received: Enter today's date.

    3. Enter the following values:

    4. The Total of Manual Bid should be $207,500.00.

  4. Click Q&A at the top of the page to fill out the Q&A portion:

    1. Answer "Yes" to all of the Yes/No questions.

    2. Answer "10%" to all of the Number questions.

  5. Click Add Manual Bid.

D. Recommend a Bidder for Approval

For sake of this training exercise, you will assume you received bids back from the bidders you invited. After scoping the bids out, you have decided that you would like to select Flyers Architecture. To indicate to your team that they are going to be selected, you will recommend them for approval.

  1. Click the 3 dots next to the Flyers Architecture bid and click Recommend for Approval.

  2. The bid card is now highlighted and the bid is flagged as "Recommended".

E. Post a Bid Value to the ACR

Values from received bids can be posted on your ACR to display projected committed contract costs.

  1. Click the 3 dots next to Flyers Architecture's bid card and click Post to ACR.

  2. By posting this value to the ACR, you will now see this value on your Master Budget/ACR page.

    Let's take a look! Navigate to the Master Budget/ACR module by clicking Master Project Budget / ACR on the Project Navigation Menu.

  3. In Column I, under cost code 02.20 Architect, you will now see the value of Flyers Architecture's bid package response. Click the value in that cell to bring you back to the Bid Package.

You have now selected a bidder to contract for Architectural Services. In the next module you will carry their bid over to a contract to get them started on the project!

By leveraging INGENIOUS.BUILD's Bid Packages module, you eliminate the complexity and inefficiency of traditional bidding processes.

With a user-friendly interface, real-time updates, and full integration with your project management tools, you can ensure that bids are handled efficiently, accurately, and transparently.

Proceed to Module 4: Contracts and Contract Changes

Module 4

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