Online Bidding Guide

Transcription

1 On Demand Construction Software Online Bidding Guide Prime Contractor to Owner - User On Demand Document Control Tel ~ Toll Free: ~sales@infinitesource.ca web ~ Infinite Source Systems Corporation 3630 East 4th Avenue, Vancouver, BC V5M 1M3

2 Table of Contents GETTING STARTED... 1 Bid Module... 1 Bidder Authorization... 1 BID INTENTIONS... 4 BOND APPLICATION... 5 PREVIEW THE BID FORM... 6 SUBMIT BID... 7 Select Form... 7 Bid To/Contract Amount... 8 Bonding... 8 Combined Prices... 9 Define Separate Prices... 9 Define Alternate Prices...10 Define Unit Prices...10 Defined Prices...11 Define Cash Allowances or Other Stipulated Sums...11 Custom Lists...12 Define Attachments...12 Bidder Information...13 Submitting Your Bid...13 WITHDRAW BID...15 TRANSFER BID...16 VIEW BID RESULTS...16

3 On-line Bidding System User Guide Prime Contractor to Owner Welcome to our On-line Bidding System Guide. This guide is intended to provide an overview of the features and tools available to you. Getting Started To start the online bidding process, click on the Bid Module or Bid to Owner icon in the top menu bar of the project. Bid Module Once you access the Bid Module in a specific project, you will be presented with a series of tools that will allow you to proceed through the bidding process and bid on the project. Bidder Authorization Before you can submit a bid, you must be Authorized as a bidder. After you have been authorized, you will be given a Bidder Number for future use. This number will allow you to skip the authorization process the next time you bid. The Bidder Authorization process will begin when you click the Submit Bid button. You will first be asked to select a plan option (1 month or 1 year), confirm your contact information and agree to the Terms and Conditions. The Mandatory fields are in yellow. The address and phone number given will be contacted in the next step to confirm they belong to you. Online Bidding System Prime to Owner - User Guide Page 1 of 16

4 Next, fill in your Credit Card information to pay for your subscription. NOTE: this subscription is valid for any project you bid through PlanSource Online Bidding. Online Bidding System Prime to Owner - User Guide Page 2 of 16

5 An onscreen receipt will provide details of your credit card purchase. The receipt will also be sent to the address provided. When you click continue, the verification and phone call will be activated. Enter the Phone and verification codes into the corresponding fields and click Submit. If you do not receive the codes, or the information you provided is incorrect, use the click here links at the bottom of the window. Online Bidding System Prime to Owner - User Guide Page 3 of 16

6 Once both verification numbers are submitted, you will be given a Bidder Number both onscreen and via . Make sure you keep this number, you will need it to bid on future projects and to renew your authorization when it expires. Bid Intentions Before you can submit your bid, you may be required to indicate to the Bid Authority that you are intending to bid on their project. Click on the Register/Submit Bid icon in the Bid Module, select the bid form you intend to bid on and click Register. You may now continue to create a draft bid, or close this window and start your draft later. Online Bidding System Prime to Owner - User Guide Page 4 of 16

7 Bond Application If a bond is required on a project using Online Bidding, the bonding process will also be online. Click on the Bond Application icon in the Bid Module and fill in the form. All yellow fields are MANDATORY. Once you have filled in all of the details that are necessary for you to obtain the correct bond, enter the address of your bonding company or risk management contact within your company and submit the bond application. If you are not yet ready to submit your application, you can Save the form and return later to finish and submit it. After you have submitted the application, you will receive an when your bonding agent has submitted the bond. The bond will be available in the Bid Module and when you submit your bid, you will be asked to attach the bond. Online Bidding System Prime to Owner - User Guide Page 5 of 16

8 When submitting a bond online with your bid, you are not required (or able) to put a wet signature on the bond, however you are required to check the Attach Bond box. The act of checking that box is accepted as your signature. Once issued, you may view your bond. If your Bonding Agent has not properly signed and sealed the bond, or if one or both are not legible, you will have to re-apply for a bond. Make any necessary adjustments to your application form and re-submit it. They will then upload a new, properly signed and sealed bond and it will overwrite the previous bond. Preview the Bid Form At any time, you are able to preview the Bid Form. To do this, click on the Preview Bid Form icon in the Bid Module. You are able to view the preview online, or print it for reference as you gather your prices. The Time Remaining shown in red is how much time in Days, Hours, Minutes and Seconds that you have to submit your bid. This clock is synchronized to the Network Time Protocol (NTP) every 10 seconds to ensure accuracy. Online Bidding System Prime to Owner - User Guide Page 6 of 16

9 Submit Bid The submit bid tool allows you to submit a bid by completing a bid form(s) that were created for the project. You will be able to go through the steps and submit your bid. At the top of every page there is this menu: This allows you to jump from one page to another without clicking through each one. If you know what page you want, simply select it from the menu. When filling out each page, the system will automatically do error checking of your data. If you fill a field incorrectly (IE: Negative Number) or leave a mandatory field blank, the system will tell you when you click Save and Proceed. You have the option to proceed anyway, but you will have to correct the errors before you will be allowed to submit your bid. Select Form To start, select the form you will be bidding on and click next. If you already have a draft and would like to edit it, you can select it and continue to the next step. Online Bidding System Prime to Owner - User Guide Page 7 of 16

10 Bid To/Contract Amount The second step is to acknowledge which company you are bidding to by placing a checkmark in the box beside the name of the company. You can then enter the contract amount of your bid. The Time Remaining shown in red is how much time in Days, Hours, Minutes and Seconds that you have to submit your bid. This clock is synchronized to the Network Time Protocol (NTP) every 10 seconds to ensure accuracy. Bonding The bonding section of the bid is completed by attaching a bond. In order to attach a bond with your bid you must first obtain a bond using the Bond Application tool. You can skip this step and save your bid form as a draft while you apply for bonding. Once you have a bond, you can come back to this step and attach it and submit your bid. Online Bidding System Prime to Owner - User Guide Page 8 of 16

11 Combined Prices In this section you can submit 1 bid for multiple contracts. Mandatory combined prices are marked with a yellow background and you must enter a bid amount in order to proceed. Use the Add Combined Price button to define your own Combined Prices. Define Separate Prices Separate prices defined by the Owner will appear with a yellow background. These are mandatory and you must decide whether the price you are offering will be Added to the base bid, Deducted from the base bid, or does Not Change the base bid. If you do not enter a price, you must mark it as Not Applicable. Using the Add Price button you can define your own separate prices. Online Bidding System Prime to Owner - User Guide Page 9 of 16

12 Define Alternate Prices Alternate prices defined by the Owner will appear with a yellow background. These are mandatory and you must decide whether the price you are offering will be Added to the base bid, Deducted from the base bid, or does Not Change the base bid. If you do not enter a price, you must mark it as Not Applicable. Using the Add Price button you can define your own Alternate prices. Define Unit Prices In this section you can define prices that are offered in units such as unit prices and supply items. Provide a description and unit, quantity and amount for the price and a total price will tabulate at the end. For mandatory prices (marked with a yellow background) you must enter in an amount, if it does not pertain to you, it can be marked as Not Applicable. Using the Add Price button will allow you to define your own Unit Prices. Online Bidding System Prime to Owner - User Guide Page 10 of 16

13 Defined Prices Defined Prices are custom prices the Bid Authority can request. Enter in the applicable information in the boxes provided. Boxes with yellow shading indicate a mandatory field. Nonmandatory fields will give you a not applicable option allowing you to leave the fields blank. Define Cash Allowances or Other Stipulated Sums You can define the cash allowances or other stipulated sums. For each one you must provide a description with a corresponding amount and indicate whether or not the amount is included in the bid. Mandatory prices (marked with a yellow background) must be completed before proceeding. If the administrator has not entered an amount, you will have to enter in an amount. If the administrator has not selected Included in base bid or Not included in base bid you will be able to select which one applies. Online Bidding System Prime to Owner - User Guide Page 11 of 16

14 Custom Lists Custom List entries defined by the Bid Owner will display automatically. If they are mandatory, they will have a yellow background and you must enter text in the Detail box. If it is not mandatory, you may leave the field blank. Use the + Add button to add lines to the list. Define Attachments For each attachment that is defined for the bid form, you can attach one file to meet the requirement. Once you click on browse, you will be able to select a file on your computer and attach it with your bid submission. Mandatory attachments are marked with a yellow background and you must attach a file before you can submit your bid. Online Bidding System Prime to Owner - User Guide Page 12 of 16

15 Bidder Information You must provide your contact information with your bid submission and acknowledge that you are an authorized signatory of the bidder. You must be authorized to submit the bid in order proceed with the bid submission. If you are not an authorized signatory, you may transfer your bid to a colleague who is authorized (See Transfer Bid section). Submitting Your Bid Before submitting your bid, you can view a summary of your bid (shown on the next page). If applicable, you must agree to attain Substantial Performance of the work in the time you specify and acknowledge which addenda you have viewed and considered for your bid and agree to any Terms and Conditions. At this point, if your bid is complete, you may submit it, or if there is enough time remaining on clock, you can save it as a draft and come back to it later. The Time Remaining shown in red is how much time in Days, Hours, Minutes and Seconds that you have to submit your bid. This clock is synchronized to the Network Time Protocol (NTP) every 10 seconds to ensure accuracy. Online Bidding System Prime to Owner - User Guide Page 13 of 16

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17 Withdraw Bid You may withdraw your bid before the bid closing. 1. First select the bid you would like to withdraw: 2. If you are withdrawing your bid before the bid closing, your entire bid will be withdrawn once you select the withdraw button. The bid will be re-saved as a draft in the SUBMIT BID section and can be edited and re-submitted. There is no fee for withdrawing a bid before the bid closing date. Online Bidding System Prime to Owner - User Guide Page 15 of 16

18 Transfer Bid If you would like someone other than yourself to submit the bid on behalf of your company, you can transfer your bid data. All of the registrations, drafts and bonds pertaining to the project can be transferred to another authorized person in your company. To transfer your bid, select the company user to whom the information is to be transferred and select Transfer, and your data will be transferred View Bid Results If the Bid Results are being released to the Public, the Bid Owner will turn on a button View Bid Results in your Bid Module. After close, click on this button to view all bids submitted. You will be able to view the bids on screen, print them and/or export the results to a spreadsheet. Online Bidding System Prime to Owner - User Guide Page 16 of 16