Managing Proposal Vendors
In this Topic
A proposal vendor is a vendor who has purchased the proposal plan from a state agency in preparation for bidding.
The Proposal Vendor Summary component contains an accordion list of all the vendors that have currently purchased the proposal plan. To display the Proposal Vendor Summary component, click the Proposal Vendors Quick link on the Proposal Summary.
Each proposal vendor row displays an Actions button and current values for the Vendor ID, Vendor Short Name, On Public Planholder List, Valid For Bidding, and Valid Bid fields. To maintain a proposal vendor record, click anywhere in the row to expand the record and display all the available information. You can view or change information in these fields:
Click in a field and add, change, or delete information as needed.
You can award the winning bidder for a contract on this component by clicking the Awarded check box in the winning vendor's record. For other ways to award a contract, see Awarding a Contract.
The Valid Bid field indicates whether the system has determined that the bid submitted by the proposal vendor is valid. You can click the value in the Valid Bid field to view the Validation Message window where you can view any errors, warnings, or messages provided as a result of the validation tests.
To delete a proposal vendor, select Delete from the Actions menu on the proposal vendor row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button. Deleting a proposal vendor also deletes any associated purchase records and DBE commitments.
When you are finished making changes, click the Save button to apply your changes to the system. The system displays a message to confirm that your changes were saved in the database.
To manage proposal purchases for a proposal vendor, select Purchases from the Actions menu on the proposal vendor row. See Managing Proposal Plan Purchases for more information.
To review a vendor's bid for this proposal, select Bid Summary from the Actions menu on the proposal vendor's row. For more information, see Reviewing Proposal Vendor Bids.
Note: You cannot access the Review Bid Summary component if the proposal contains fractional lump sum items whose unit prices or quantities are invalid. For more information about fractional lump sum items, see Working with Lump Sum Items.
Bid classification codes are used to record irregularities found in bids. To enter or maintain bid classifications for a proposal vendor, select Open Bid Classifications from the Actions menu on the proposal vendor's row. For more information, see Maintaining Bid Classifications.
To add a DBE commitment for a proposal vendor, select Add DBE Commitment from the Actions menu on the proposal vendor's row. For more information, see Adding a DBE Commitment to a Proposal Vendor.
To maintain DBE commitments for a proposal vendor, including commitment revisions, work types, materials, and trucking information, select Open DBE Commitment from the Actions menu on the proposal vendor's row. For more information, see Maintaining a Proposal Vendor DBE Commitment and Maintaining Proposal Vendor DBE Commitment Information.
Adding Vendors to a Proposal
Follow these steps to add one or more vendors to the proposal:
Note: The proposal must be assigned to a bid letting before you can add a proposal vendor.
To add a vendor to the proposal, click the Select Vendors button on the Proposal Vendor Summary.
The system displays the Select Vendors modal window, which allows you to quickly locate specific vendors within a single vendor classification (or other criteria, depending on an agency option).In the modal window, type criteria in the Quick Find search box that matches the vendor you want to add to the proposal. You can search by Vendor ID or Vendor Short Name.
The system lists all the vendors that meet your search criteria.Click the row for each vendor you want to add.
The system adds a check mark beside each vendor you select and shades the row. To cancel a selection, click the selected row again.Click the Add to Proposal button.
The system closes the modal window and adds the new vendors to the list on the Proposal Vendor Summary. The system saves your changes automatically.Note: The system also adds a vendor to a proposal automatically when you enter a purchase record after the vendor has purchased plans for the proposal (see Adding New Purchase Records).
Generating Estimate Bids
Follow these steps to generate a preliminary bid record based on the engineer's estimated prices. You can generate an estimate bid for a vendor that is not yet in the list of proposal vendors for this proposal.
Click the Select Vendors button.
The system displays the Select Vendors modal window.In the modal window, select the Generate Estimate Bids check box.
Type criteria in the Quick Find search box that matches the vendor for whom you want to generate estimate bids.
The system lists all the vendors that meet your search criteria.Click the vendor's row.
The system adds a check mark beside each vendor you select and shades the row. To cancel a selection, click the selected row again.Click the Add to Proposal button.
The system closes the modal window and takes you to the Proposal Vendor Summary with the new vendors added to the list. The system populates the new vendor bid records with prices, extended amounts, and bid time records based on the engineer's estimate.When you are finished, click the Save button to apply your changes.
The system displays a message just above the component header to confirm that your changes were saved in the database.
