Additional Actions

After a bid package is created, the Manage Codes button is displayed by default.

Construction codes are entered by your e-Builder Administrator. These construction codes can be assigned to potential bidders, allowing you to group bidders by construction codes (optional). This makes it easier to find and identify bidders, if their name or contact information is not readily available.

If you do not manage construction codes by the time a potential bidder is invited to bid, the Manage Codes button and feature will no longer be available.

The Manage Codes button is available on every tab of the Bid Package Details page.

To manage construction codes

1. Go to the Bid Package Details page.
2. Click Manage Codes.

The Manage Construction Codes page is displayed with a list of available construction codes.

3. Select the codes you want to add to the project and then click Add.

The selected construction code(s) display in the adjacent box.

4. Click Save.

After the bidding process is completed and the bid has been awarded, the bid package can be closed. Once the project bid is closed, the status in the bid package details will change to closed.

Closing the bid package revokes access to the bid package for all invited bidders except for the awarded bidder. When the bid package is closed, bidders who have not been awarded will no longer see the bid package listed when they log into the Bidder Portal. Once the award has been granted, the awarded bidder can potentially be added as a licensed e-Builder user.

Once closed, the bid package can be reopened at a later date if necessary.

This task can be completed by:

• Pre-construction Managers
• Estimating Coordinators

The Close button is available on every tab of the Bid Package Details page.

To close a bid package

1. Go to the Bid Package Details page.
2. Click Close.
   
3. Click Yes, Close the Bidding to confirm the action.

Sending a message allows you to broadcast a message to all project bid participants. This feature is especially useful when there is an addendum or if you're answering a question that you'd like to share with all Invited Bidders simultaneously. Your company's logo, as saved in e-Builder will automatically be included in all sent messages.

The send message feature is available throughout the Bidding module, on every tab of the Bid Package Details page.

To send a message to bidders

1. Go to the Bid Package Details page.
2. Click Send Message.
3. Enter the subject of the message in the Subject field.
4. Enter your message in the Message field.
5. In the Bidders Selected section, you can take any of the following actions:
   
   • To send the message to all invited bidders: Click Add All Invited. Proceed to the next step of adding files if required.
   • To send the message to certain contacts: Click Add to make your selection(s). The Lookup dialog box is displayed.
     1. Filter the contact information as required.
        Tip

        • To send the message to just those bidders that expressed an interest in the project, in the Bidding Status section, check only the Pending and Will Bid check boxes and then click Filter.
        • To see all available contacts, do not enter any contact information, and just click Filter.
     2. Select the check box next to the contact(s) you wish to add.
     3. Click Insert Selected to add the contacts and return to the Send Message To Bidders page.
6. To attach files, click either Browse e-Builder or Browse Computer in the Attach File section.
7. Click Send.

Use the Message History feature to view a list of all outbound messages, including invitations to bid and other messages. This feature is available throughout the Bidding module, on every tab of the Bid Package Details page as well.

To view the message history

1. Go to the Bid Package Details page.
2. Click Message History.
   The Message History page is displayed.
3. In the Messages section, click the subject of a message to view it.
   The Message Details page is displayed. The Message Body tab is displayed by default and shows the message that was sent.
4. Click the Delivery Status tab to view the status of each message per recipient.

When applicable, the Pending Requests link is displayed in the upper right corner of the Bid Package Details page. Accessing pending requests allows administrators, bid managers and bid contacts to process a bidder's request to bid on a project or to reopen a project bid.

Access requests are generated by those within the bidding community who may have been forwarded the original Invitation to bid or need to gain access to the bid. If a user attempts to request access with someone else's invitation, an email notification will be sent to the bidding contact, the requester, and the originally invited contact (if they have an e-mail address on file).

Requests to reopen the bid package can be made after an initial bid as been submitted; before or after the due date. Administrators have the opportunity to accept or reject these requests from this page

The Pending Requests link is located on every tab of the Bid Package Details page, except for the Bid Tabulation and Permissions tabs.

To accept a bidder's access request

1. Go to the Bid Package Details page.
2. Click the Pending Requests link.

The Pending Requests page is displayed.

3. Click Accept, to accept the request. The Access Request page is displayed with the following options:
   
   • Add Contact: Select this option to add the requester as an Invited Bidder.
   • Create a New Company: Select this option to add the requester as a new contact for the company.
   • Delete Original Invitation: Select this option to delete the requested bidder's invitation.
4. Click Continue.
   

   The Invite Bidders page is displayed where you can send the bidder a formal invitation to bid.

5. Enter all required fields.
6. Click Send.

To reject a bidder's access request

1. Go to the Bid Package Details page.
2. Click the Pending Requests link.

The Pending Requests page is displayed.

3. Click Reject to reject the request.
4. Click Yes, Reject the Request to confirm.

The fields and buttons located on the Pending Requests page are:

Access Requests Tab

• Cancel: Click to return to the Bid Package Details page.
• Bidding Information: This section provides details of the bid package.
  • Project: The name of the project. Click to open the Project Details page.
  • Bid Package: The name of the bid package. Click to open the Bid Details page.
  • Bid Due Date/Time: The cutoff date and time for bid submissions.
  • Bid Time Zone: The date and time of the bid time zone. The time zone can be modified on the Add/Edit Bid Package Details page.
  • Status: Whether the bid package is open or closed.
• Requests: This table includes the details of the request. The left column lists the requester's status, such as if they are an invited or new bidder. The requester's message is also listed in this column.
• Accept: Click to accept the request to bid.
• Reject: Click to reject the request to bid.

Reopen Bid Requests

• Cancel: Click to return to the Bid Package Details page.
• Bidding Information: This section provides details of the bid package.
  • Project: The name of the project. Click to open the Project Details page.
  • Bid Package: The name of the bid package. Click to open the Bid Details page.
  • Bid Due Date/Time: The cutoff date and time for bid submissions.
  • Bid Time Zone: The date and time of the bid time zone. The time zone can be modified on the Add/Edit Bid Package Details page.
  • Status: Whether the bid package is open or closed.
• Requests: This table includes the details of the request. The left column lists the requester's status, such as if they are an invited or new bidder. The requester's message is also listed in this column.