Procurement

Project:  Select the project the procurement record is associated with.

Procurement #:  This field will be automatically populated by PMWeb.

Description:  Enter the description of the procurement record.

Bid Category:  Select the bid category from the list of values.

Bidding Contact/Bidding Contact: Select the bidding company and contact (if there is only one bidder, if there are multiple bidders - utilize the Bidder Matrix tab).

Estimate #:  This field will be automatically updated by PMWeb if you are utilizing the Estimate module.

Revised/Revision Date:  This field will be automatically populated by PMWeb based on the date the form was entered.

Status:  This field will be automatically populated by PMWeb if there is workflow enabled. If there is no workflow enabled, the Bid Manager can update manually.

Bids Due: Enter the bid due date.

Pre-Bid:  This field will be automatically populated if the Pre-Bid module is being utilized.

Commitment ID:  This field will be automatically populated if the "Generate Commitment" feature is utilized.

Subcontract:  This field will be automatically populated if the "Generate Commitment" feature is utilized.

This section gives the Bid Manager an option to set up the bid settings.

Once all header details and options are selected, click Save.

This tab is utilized to add the items to be included in the bid.  To add items select from the following options:

Add: Click to add items manually.

Add items: Click to add items from a predefined items list.

Add estimate items: If utilizing the Estimates module click to add items from an existing estimate.

Once all items are added, click Save (in the details tab).

This tab is utilized to invite contractors/vendors to bid (if using the on line bidding module).  To add bidders, click on Add Bidders.  Select the companies you would like to invite by checking the box to the left of the company name, then click Save and Close.  The bidders selected will not be displayed in the bidder matrix tab.  The Bid Manager then must use the notification icon to send the bidders an invitation to bid which will also include a link to the on line bidding module.  All bidders will only have access to view/modify the bids associated with their company.

This tab is used to manage/review/award bids if the on line bidding module is being utilized.  Once the bidders enter their bids in the online bidding module, it will automatically update this tab as well as the bid items tab (which provides a side by side comparison of each of the bids, by line item and in total).

 

Once all bids are reviewed, highlight the awarded bidder, then click Award.  The awarded bidder will now show a red awarded icon.  The Bid Manager will then need to utilize the notification icon to advise the bidder they have been awarded.

This icon is utilized to generate commitments after the bid has been awarded.  Once selected, all of the information contained in the procurement screen as well as attachments, notes and clauses will be copied over to the commitment module.  The Bid Manager can also select which bid items should be carried over the the commitment.

 

Note:  The procurement status (header) must be approved in order to generate the commitment.

Note:  If the on-line bidding module is not being utilized, the Bid Manager can manually update the bid amounts on behalf of the bidders either in the Manage Bids or Bid Items tab.  If the manual option is used, the bid documents should be attached to the procurement record.

Note:  If you are not utilizing the on-line bidding module, check the "Use Procurement Quantities and Costs" option.  By default PMWeb uses the Online Bid Quantities and Cost option.