Managing Bid Lettings

Transportation agencies publicly open and read the bids received for proposals at a bid letting. The time and place of the bid letting is published in the Notice to Contractors. Bid lettings are usually held at regular intervals and bidders, their authorized agents, and other interested parties are invited to be present.

Before the bid letting takes place, a bid letting row must be created in the system to manage all the information associated with the letting. Some of the information in a bid letting includes: proposals that will be let, vendors that have purchased proposal plans, proposals that are postponed or removed from the letting, bids that have been submitted for proposals in the letting, and vendors who have submitted quotes to bidders in the letting.

The Bid Letting Overview component is the gateway to managing all of the information in a bid letting. To access the Bid Letting Overview component, click the Lettings link in the Preconstruction component.

You can view or change information in these fields:

Letting ID

Letting Date

Click in a field to add, change, or delete information as needed. Click the Save button when you are finished.

The component Actions menu has the following functions:

Actions

Select Add to add a new bid letting record. See Adding a Bid Letting.

Select Quick Add to add one or more bid letting records on the same page. See Adding a List of Bid Lettings.

Tasks

Select Import Xtab from Bids to import bidding information from AASHTOWare Project Bids. See Importing Information from Bids.

Project Bids is a separate AASHTOWare Project application used by many agencies to prepare bid information, distribute proposal bid item information and receive item bids electronically. Once proposal item details are finalized, you can transfer them to Bids in a comma-separated value file. See Exporting a Proposal to Bids. You can also import bid item information or DBE information from Bids for the proposals in a bid letting. See Importing Information from Bids.

Views

Select Letting PowerBI Report to view an analysis of bid lettings and proposals. See Viewing the Bid Letting Overview PowerBI Report.

Reports

If the system includes reports for this component, they will display in this section, alphabetically. Select the report you want to run. See Working with Reports.

The row Actions menu has the following functions:

Actions

Select Delete to delete a record. Select the Undo button to reverse the delete action. Click the Save button.

Select Exclude from Search Results to exclude a record from your search.

Select Open to view or change bid letting information. See Changing a Bid Letting.

Tasks

Select Award Proposals to Low Bidders to award a proposal to the lowest bidder. See Awarding Proposals to the Lowest Bidders.

Select Validate Proposals to validate the state of a proposal. See Proposal Validation.

Views

Select Attachments to manage attachments. The Attachments link includes the number of files attached to this record. See Working with Attachments.

Select Bidder/Quoter to view or change bidder information for the associated bid letting. See Maintaining Bidders and Quoters.

Select General to view or change bid letting information. See Changing a Bid Letting.

Select Letting Status to view or change proposal status information for the associated bid letting. See Maintaining Bid Letting Status.

Select Links to manage links. See Working with Links.

Select Purchases to view or change proposal purchase information for the associated bid letting. See Managing Proposal Plan Purchases.

Select Tracked Issues to manage tracked issues. See Maintaining Tracked Issue Information.

Reports

If the system includes reports for this component, they will display in this section, alphabetically. Select the report you want to run. See Working with Reports.