Maintaining Bid Letting Status

The Bid Letting Status Summary enables you to view and change the status of a proposal (for example, award or reject the proposal) or create a work order proposal. To access status information, select Letting Status from the Actions menu on the appropriate letting row on the Bid Letting Overview component.

The Bid Letting Status Summary contains an accordion list of all the proposals in the bid letting. Each row in the list represents one proposal. Each row displays an Action button and current values for the Call Order, Proposal ID, Awarded Vendor ID, Vendor Name, and Awarded Amount fields.

To change the status for a proposal in a bid letting, click anywhere in the proposal row to expand the record and display all the available information. You can view or change information in these fields:

• Call Order

• Proposal ID

• Proposal Description

• Proposal Status

• Status Date

• Awarded Vendor ID

• Awarded Vendor

• Awarded Amount

• Rejected

• Passed to Construction Date

• Passed to BAMS/DSS Date

• Transition to Civil Rights & Labor Construction Date

• Pass to CAS and BAMS/DSS Flag

• Contract ID

When you are finished making changes, click the Save button. The system displays a message to confirm that your changes were saved in the database.

To award the contract to the low bidders, select Award Proposals to Low Bidders from the Actions menu on the component header. For more information, see Awarding Proposals to the Lowest Bidders.

To award the contract to a proposal manually, select Award from the Actions menu on the proposal's row. For more information, see Awarding a Proposal.

To reject a proposal in the bid letting, select Reject from the Actions menu on the proposal's row. For more information, see Rejecting a Proposal in a Bid Letting.

To create a work order proposal from this proposal, select Create Work Order Proposal from the Actions menu on the proposal's row. For more information, see Creating a Work Order Proposal.

To compare and analyze bids for base sections and additive sections of the proposal, select Additive Analysis from the Actions menu on the proposal's row. For more information, see Analyzing Bids for Additive Sections.

• Note: You can use the Additive Analysis function only on a proposal for which bids have been received and the proposal is in a phase where FixBidCalculations rule is active. For more information, see Workflow Phase Rules.

To compare and analyze life cycle cost and vendor bids for alternate sections of the proposal, select Alternate Section Analysis from the Actions menu on the proposal's row. For more information, see Analyzing Alternate Sections and Life Cycle Costs.

• Note: You can use the Alternate Section Analysis function only on a proposal for which bids have been received, that includes at least one category alternate set with life cycle costs entered, and is in a phase where FixBidCalculations rule is active. For more information, see Workflow Phase Rules.

To generate and print mailing labels for one or more of the awarded vendors in the bid letting, select Awarded Vendor Mailing Labels from the Actions menu on the proposal row. For more information, see Generating Mailing Labels for Awarded Vendors.

Re-Letting a Proposal

Sometimes a proposal that is included in a bid letting is not awarded to any bidder. This might occur because of a legal or administrative issue or because no valid bids were received. In these circumstances, the proposal might need to be offered again in a subsequent bid letting. This is referred to as re-letting the proposal.

When a proposal is re-let, the system creates a new proposal that is identical to the proposal being re-let, including its associated projects, with these exceptions:

• It must be assigned a new Proposal ID.

• The Version Number of each associated project is automatically increased by an increment of 1, and the Version Date is set to the current date.

After creating the proposal copy, the system marks the re-let proposal as Rejected in the current bid letting.

• Note: When re-letting a proposal using the Copy Proposal Vendor During Re-let agency option, the system will keep the original invoice numbers on the new proposal vendors and will autogenerate a number for the original proposal vendor invoice numbers. This allows the new proposal to reference the original invoice numbers for proposal vendors.

• Note: Proposals in a workflow phase with the Addenda rule cannot be re-let (you can change a proposal's phase on the Proposal details page).

Agency option settings control how much information associated to the proposal is copied to the new proposal during the re-let process. Typically, addenda records are copied to the new proposal and proposal vendor records are not. However, your agency might have changed these options.

Follow these steps to re-let a proposal:

1. Locate the proposal row on the Bid Letting Status Summary.

2. Select Re-let from the Actions menu for the proposal you want to re-let.
   
   The system displays a Re-let Proposal modal window.

3. In the modal window, click in the Proposal ID field and enter a unique ID for the new proposal.

4. If you want to assign the new proposal to a new bid letting, click in the Bid Letting ID field and enter the new letting.

5. Click the Re-let button.
   
   The system automatically marks the proposal as Rejected in the current bid letting and copies all proposal information (except bid information) to the new proposal. Any plan purchases that have been recorded for the proposal are also copied to the new letting.
   
   If you assigned the new proposal to a letting, the Call Order field is populated automatically for the new proposal (assuming the system's automatic call order increment option is not set to 0).

6. Note: These instructions assume that the Change Proposal ID During Re-let agency option is set to New (the default value).  If this option is set to Old, then the Proposal ID you enter in step 2 renames the old proposal rather than the new proposal. In addition, the system automatically assigns the original Proposal ID to the new proposal created during the re-let process.

Rejecting a Proposal

You can reject a proposal so that it cannot be awarded in this bid letting.

Follow these steps to reject a proposal:

1. Locate the proposal row on the Bid Letting Status Summary.

2. Select Reject from the Actions menu for the proposal you want to reject.
   
   The system displays a Reject Proposal modal window.

3. In the modal window, click in the Proposal Status field, and change the value to Rejected.

4. If needed, change the date in the Status Date field.

5. Click the Reject Proposal button.
   
   The system marks the proposal as Rejected in the current bid letting and closes the Reject Proposal modal window.

Related topics:

Managing Bid Lettings

Changing a Bid Letting