Posting a Bid - Bid Details Tab

How to: Post a Bid (phase 1)

  • Navigate to the “Bids” tab:

  • In the Search tab – at the bottom of the page, click “Create”.

  • Complete the required fields (red asterisk) in the Bid Detail Tab:

*All fields with a Blue Eye Icon are visible to the Public once the Status is set to Open.

  • Enter a brief description for scope of work:

  • In the categories section, select any categories that apply to the bid. To search for categories, enter part of the term in the 'Search for Categories…' Vendors who have added the selected categories to their profile information will be notified of the bid. 

  • To see the categories you have selected, click on the green check mark button in top right hand corner:

  • Upload all of your Bid documents here (ex. Instructions to Bidders, Specifications, Drawings). All file types are supported and there is a 2GB max per file. Keep in mind only PDF documents will have the Preview watermark.

  • To upload a document:
    1. Enter the file name of the document
    2. Enter the number of pages in the document
    3. Select from the drop-down whether it is a document or an advertisement - vendors are able to download advertisements without registering as a plan taker
    4. Browse to find the file
    5. Click "Upload".
  • Be sure to click “Save” once you have filled out all of the necessary fields.

  • Click “View Online” to see what the vendors will see when viewing the Bid Opportunity.
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  • When you are ready to issue your bid, change the status to “Open” and Click “Save”. Once you do this, if your Bid is set to “Public”, the new bid e-mail notifications will go out to the vendors who have selected the same categories.

         

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Bid Fields Description

   

Bid Classification:

Provide the classification for this bid: Good, Service, or Construction

Title Number:

Enter Bid Number (ex. T2017-01)

Title Name:

Enter Bid Name (ex. To Supply and Deliver Product X)

Status:

Template (Copy): Makes this bid into a template, which you can copy.

Design Mode (Pending): Bid is in draft mode and is not published. Keep in this status while working on the bid.

Open: When the status is changed to Open, the bid is issued and is visible to the Public (depending on Bid Type). New Bid E-mail notifications are sent out automatically at this point.

Closed: The system automatically changes the status to Closed when the bid closes.

Unofficial Results: A status for displaying bid results (see Closing/Award Guide)

Awarded: Select to award the bid.

Cancelled: The bid is cancelled.

Archived: The bid will be archived and removed from the public site

Type:

Select the Bid Type from the drop down – this list can be configured in the Configuration Tab.

Published Date:

Enter a Date and Time that the bid is to be published. The bid will not be published until this date/time and the status is changed to Open.

Date Closing:

Enter a Date and Time that the bid closes.

Question Deadline:

Enter a Date and Time for when questions can be submitted.

Question Reminder Email:

Indicate how many days before the question deadline date you would like the system to send you a reminder.

Initial Purchasing Start Date:

Indicate the start date for this planning of this bid – ex. Drafting the Bid, Planning the Bid etc. (internal data)

Close Questions After Deadline:

To turn of the Submit Question button after the Question Deadline passes, check this box.

Estimated Total Contract Value:

Enter the Estimated Total Contract Value (including all options, fees and costs for the duration of the contract). This is a private field – the public will not see this. This information can be used to run repots at a later time.

Estimated Annual Contract Value:

Enter the Estimated Annual Contract Value. This is a private field – the public will not see this. This information can be used to run repots at a later time.

Irrevocable Period:

Enter the Irrevocable Period – this dropdown can be configured in the Configuration Tab. The system will send you an e-mail if the bid has not been awarded within this period.

Department:

Enter the Department - Departments can be added/removed using the Configuration tab.

Division:

Enter the Division - this can be added/removed using the Configuration tab.

Submission Type:

Indicate if this is an Online Submission or Hard Copy submission.

Submission Address:

If this is a Hard Copy Submission, enter the Address for the Submissions.

Public Opening:

Indicate whether this bid will have a Public Opening.

New Bid E-mail Template:

This will have the default e-mail for New Bid Opportunities – this e-mail can be configured in the Configuration tab.

Purchasing Representative:

Enter the main contact for this Bid. This person will receive all e-mail notifications and questions (if using the Submit Question feature).

Time-Frame For Delivery or the Duration of the Contract:

Enter the time frame for delivery or the Duration of the Contract.

Negotiation Type:

Standard language will state: refer to bid document. Unless otherwise stated, this is where you identify the Process. Ex. BAFO, concurrent, ranked, etc. (CETA Article 19.11)

Condition for Participation:

Standard language will state: refer to bid document. Unless otherwise stated, identify the conditions for participation. (CETA Article 19.7)

Available to Public:

Public: This will allow the bid to be viewed by the Public, and everyone is able to register and bid.

Public (Pre-qualification Only): This will allow the bid to be viewed by the public, but only available to those vendors who have been invited to register through the Invitation Tab.

Private (Invitation Only): Private bids will not be displayed on the website. If this option is selected, you will still be required to send an email invitation to the vendor notifying them they have been invited to bid (through the Invitation tab). This is a notification only. The vendor will not be able to view the details until they have logged in , and will still be required to register as a plan taker

Show Purchasing Representatives:

Show to Public: The Purchasing Representatives will display to the Public

Hide from Public: The Purchasing Representatives will be hidden from the Public

Show Team Members:

Show to Public: The Team Member’s Name and Role will display to the Public.

Hide from Public: The Team Member’s Name and Role will be hidden from the Public

Show Team Member Contact:

Show to Public: The Team Member’s E-mail will display to the Public.

Hide from Public: The Team Member’s E-mail will be hidden from the Public

Show Bidders List

(see separate guide to Posting Bid Results):

Show to Public: When the Bid closes, the list of bidders who submitted will automatically display on the public site

Hide from Public: No results will show on the public site

Show Plan Takers:

Show to Public: The list of plan takers will display on the public site

Hide from Public: The list of plan takers will be hidden from the Public

Allow Bid Document Preview:

Allow: The Preview Watermark will appear on the PDF documents

Disallow: Only registered plan takers can view the documents.

Show on Bidsandtenders.ca

Show to Public: The bid will be posted on bidsandtenders.ca

Hide from Public: The bid will not show on bidsandtenders.ca

 

 

 

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