Electronic Bidding Information Distribution System (ebids)

Transcription

1 Electronic Bidding Information Distribution System (ebids)

2 Introduction Bidders can search for, view and download bid and bid reference documents in a Portable Document Format (PDF). Users can access bid and bid reference documents from a website in a consistent format. Users have improved access to bidding documents. Page 2

3 Basic Functions of ODOT ebids Account set up and secure login Search for projects Download and view documents Notifications of system and project changes Register as a holder of bidding or informational plans To access ebids, click on the link on UCTION Page 3

4 Account Login Page 4

5 ebids New Account Setup Page 5

6 Create Account Enter alternately the Vendor Number or the Company name and address. Enter additional contact information. Page 6

7 Account Activation From: To: Subject: ODOT ebids Account Activation This was sent from the ODOT ebids system by user request. The username account has been created. To activate your account, visit the following link: Activate Account This link is good for 5 days. If you did not request this , please contact ODOT Computer Support (503) An is sent to the address entered. Account cannot be accessed until it is activated via this . Clicking the Activate Account link will display a browser with the login screen. To activate the account, enter the username and password for the new account. Thank you for using ODOT ebids.

8 Terms of Use System will display a disclaimer screen at logon every time the content changes. All users must acknowledge this has been read. Page 8

9 Home Page Page 9

10 Options From My Account The following options are available from the My Account screen Update Password Update Security Question Update Account Information Page 10

11 Notifications Notification area of home page shows messages about system wide issues and also specific projects, if applicable. Notifications can be filtered. Subscribe to RSS feed. Page 11

12 Search for Projects Two functions on the Home Page for Searching for Projects. All Current Projects - Search screen, shows all the projects currently open for bidding. Search also shows all projects currently open for bidding. Page 12

13 Search for Projects Click on the All Current Projects link in the home page menu. Or click on the Search link on the home page. Page 13

14 Search for Projects Page 14

15 Search for Projects Advanced Search On Simple Search screen, click Go to Advanced Search Search options will expand Page 15

16 View Projects and Documents Click on a contract number in the search results to view information and documents associated with that contract. Page 16

17 View Project Detail Information Project screen pops up for the contract number selected. Tabs at the top will show different views. (Project Detail, Item Detail, Bid Documents, Bid Reference Documents) Initial view is Project Detail. Shows basic details of a Project and allows user to Download All Available Documents for the project, as well as View Holders of Plans that are associated with the project. Page 17

18 View Item Detail Click on the Item Detail tab. Initial sort is by Item Number, which is the same order as the Bid Schedule. Page 18

19 View Bid Documents Click on the Bid Documents tab. Page 19

20 Bid Documents Which documents are included? Bidding Plans Bid Booklet Special Provisions Addenda Letters of Clarification The Bid Booklet is only available to users associated with a company that has registered as a Holder of Bidding Plans for the project. Page 20

21 Bid Documents Cont. After registering, there is a 90 minute delay for the system to update before the Bid Booklet is available. Options available from this view: View documents Print documents Download documents View list of Holders of Plans

22 Bid Reference Documents Click on the Bid Reference Documents tab. Page 22

23 Bid Reference Documents What is a Bid Reference Document? Bid Reference Documents are the technical documents and reports that may be referenced in the Special Provisions but provided separately, as needed, to help understand the project and to develop an informed bid. Not every project requires Bid Reference Documents. The ODOT ebids system includes the Bid Reference Documents that are considered standard for most projects. Following are the Bid Reference documents included in ODOT ebids Local Land Use Permit Final Geotechnical Report Hazardous Materials Corridor Study Report (Level 1) Hazardous Materials Preliminary Site Investigation Report (Level 2) Hydraulics Report Storm Water Report Earthwork Cross-Sections As-Constructed Drawings Page 23

24 View Document Content To view a document, click on the filename link. Page 24

25 View Document Content PDF document opens Page 25

26 Download The system has multiple functions and processes for downloading documents. One way is to click on Download All Available Documents from the Project Information screen. This will put all bid and bid reference documents in a zip file that will be downloaded onto your local machine, in the location you specify. Page 26

27 Download Another method for downloading documents is to check select all or select specific files to download in either the Bid Document or Bid Reference Document views and click on Download button. Page 27

28 Holders of Plans List To view the holders of plans, click on the View Holders of Plans button Page 28

29 View Holders of Plans Click on a Company Name and Company Details are displayed below. Click on tabs to view Holders of Bidding Plans and Holders of Informational Plans. Page 29

30 Print Holders of Plans List Click on the and the system will create a PDF document that can be printed. Page 30

31 Register as Holder of Plans On any of the Project Details tabs, click on the Register as Holders of Plans button. Page 31

32 Register as Holder of Plans Page 32

33 General Comments Browser Back and Forward buttons should be avoided due to technical limitations of the application. Look for navigation buttons on each screen, or go to the Home page and then proceed. This application has been tested on several different desktop browsers, but is not approved for smart phones or tablets. This application requires an updated version of Adobe Flash installed for the browser that is used. Page 33

34 General Comments Cont. When registering as a holder of plans, there is a delay of up to 90 minutes between the time you register and when the registration appears in the holders of plans list on the screen. For those registering as a Holder of Bidding Plans, the Bid Booklet will not be available until the registration appears in the Holders of Bidding Plans list online.

35 General Comments Cont. We recommend each company designate one or two people to register the company as a Holder of Bidding Plans, to make sure this critical step is completed. Remember, your bid is responsive only if you are registered, and this will no longer be done automatically when you order bid documents.

36 Contact Information Contact: ODOT Computer Support Desk Phone: Hours: 7 a.m. to 5 p.m. (Monday Thursday) 8 a.m. to 5 p.m. (Friday) If you have questions about: Setting up ebids account Logging into ebids ODOTComputer.Support@odot.state.or.us Note: Responses to messages may be delayed. ODOT Procurement Office Construction Contracts Unit Phone: Hours: 8 a.m. to 5 p.m. (Monday Friday) Your ODOT vendor number Registering as holder of bidding or informational plans ODOTProcurementOfficeConstruction@odot.state.or.us