Bid Documents

The purpose of bid documents is to identify, document, and audit expenses that are non-contractual. Bid documents address the non-contractual sub-contract labor, equipment, and materials that are not stated in the original agreement terms and conditions while the contractual skills, labor rates, equipment, and materials remain the same.

By using the bid documents feature, contractors can add the supplier name, bid amount with or without tax, and attached a bid document. Contractors can enter and upload multiple competitive bids for review. Once a bid document is submitted, a bid document number is assigned and linked to the pre-approval request. Before approving the pre-approval request, approving one of the bid documents is mandatory.

Users will have access to the bid documents feature according to the assigned profile rules. From the Upload Bid Documents screen, click the Go Back link to return to previous page.

Open the Upload Bid Documents screen

1. Hover a mouse pointer over the Activity menu link on the menu bar to display its menu.

2. Slide a mouse pointer over the Pre-Approvals option to display its menu.

3. Click Pre-Approval Request to open the Pre-Approval Request screen. Refer to Submit a pre-approval request to submit a new pre-approval request.
   

4. From the View Requests area, enter the pre-approval request submission date or date range into the To and From text boxes, or select the dates from the calendars.

5. Click the View Requests button to display the pre-approval requests in the Pre-Approval Requests Listing.
   

6. From the Pre-Approval Requests Listing, click the Bid Document Page icon on a line item. The Upload Bid Documents screen opens.
   

Submit a new bid document

Attach a bid document in the PDF file format is recommended. However, Track also accepts TXT, JPEG, JPG, or PNG file type.

1. From the Upload Bid Documents screen, enter a supplier name into the Supplier Name text box.

2. Enter a bid amount into the Bid Amount text box. Click anywhere on the Upload Bid Documents screen or press the Tab key to accept the bid amount entry and display the total amount in the Total text box.

3. If applicable, enter the tax amount into the Tax Amount text box. Click anywhere on the Upload Bid Documents screen or press the Tab key to accept the tax amount and display the calculated total amount in the Total text box.

4. Enter information related to the bid document into the Comments text box, if applicable.

5. Select a contract type from the Contract Type drop-down list.

6. Attach a bid document is mandatory. Click the Select File button to open a dialogue box which allows a bid document selection.

7. Select a bid document in the PDF, TXT, JPEG, JPG, or PNG file format. The selected file name displays in the Select File text box.

8. If this supplier is a vendor preferred bid, click the Vendor Preferred Bid checkbox.

9. Click the Add button to save and display the bid information in the Bids Documents grid. The bid document has an OPEN status. If this bid is a vendor preferred bid, then its checkbox is selected under the Vendor Preferred column. Click Go Back to return to the Pre-Approval Request screen, displaying the Attached Bid Document icon.
   

View a bid document

1. From the Pre-Approval Request screen, click the Attached Bid Document icon to open the Upload Bid Documents screen

2. From the Upload Bid Documents screen, click the Bids icon to open the attachment. Two results will occur.

1. If the attachment is the PDF file format, then the dialogue box opens and displays the supplier name and the selected attachment. Click the appropriate icon to print, save, zoom in or out. Click the Close icon to close the dialogue box and return to the Upload Bid Documents screen.
   

2. If the attachment is TXT, JPEG, JPG, or PNG file format, then the pop-up message opens, displaying the options to open, save, or cancel. Click Open to view the document in the default viewer.

Approve a bid document

1. From the Upload Bid Documents screen, click the checkbox on a line item under the Approve column to approve the selected bid document. The checkmark is displayed in the selected checkbox. The Edit and Delete icons are disabled. All of the other bid documents have the CLOSED status.

2. If the pre-approval request has not been approved, another bid document may be selected. Click the checkbox of the selected bid document to uncheck the box. The checkmark is no longer displayed in the checkbox. All of the bid documents have the OPEN status.

3. Click the checkbox on a line item to approve another bid document. The checkmark is displayed in the selected checkbox. All of the other bid documents have the CLOSED status.