Apparent Bid Entry - Administration

You can enter apparent bids into the Bid Express service. Bids can be entered either at the lettings level or at the proposal level. The entry with the low bid is displayed first in the list. When you add an entry, it will not be sorted into the list of apparent bids until you reload the page.

If the apparent bids are published, it will be indicated in the Select Proposal drop down list on the Lettings page.

You can choose to automatically populate the apparent bid entries with vendor information by using the Bidding Options on the Manage Agency Settings page.

If a company submitted a manual bid, the company information must be uploaded into the Bid Express service before its bidder ID can be entered on the Apparent Bids page.

Marking Bids Non-Responsive

If you need to mark a bid as non-responsive, select the Non-Responsive check box for that bid. Enter an explanation in the Reason field.

Adding Apparent Bids

  1. Select Manage Lettings, Proposals and Bids in the Letting and Vendor Data section of the Manage Agency page. This brings you to the Manage Lettings page.

  2. Select the letting date for the letting to enter the apparent bids. You can only enter apparent bids for lettings whose deadline has passed.

  3. Click Apparent Bids: Enter to open the Apparent Bids Entry page for the letting or select a proposal to enter bids for that proposal and then click Enter.

  4. If you are entering apparent bids at the letting level, make sure the proposal displayed in the Select Proposal field is the correct one.  If not, select the correct proposal from the drop-down list or use the navigation arrows above the Apparent Bid Entry table to select the correct proposal.

  5. For each bid, enter the bidder ID or the company name in the Bidder ID field if it is not already populated. When you start typing, the Bid Express service displays a list of bidder IDs or company names that contain the characters entered. Depending on your agency settings, this list may be limited to vendors, plan holders, or eligible bidders. Also depending on your settings, you may be able to press the down arrow key on your keyboard twice to bring up a list of all eligible bidders.

  6. Select the Non-Responsive check box if the bid is non-responsive. Enter the reason marking the bid this way in the Remarks comment field. This field may have a different label, depending on your agency settings.

  7. Enter the bid amount in the Bid field. This field must be populated in order to publish the bid entry.

  8. If you are using custom fields for the apparent bid entry, enter the information in those fields.

  9. If desired, select the Public check box to make the bid visible to the public once the apparent bids are saved.

  10. Continue entering the apparent bids.

  11. When you are finished, click publish. The Bid Express service displays a message saying how many apparent bids will be published.

  12. Click ok to publish the bids. The Bid Express service publishes the bids and returns to the letting or proposal.

  13. Use the navigation arrows next to the proposal name to move to the next bid.  If you are entering bids from the Lettings level, you can also select the proposal from the drop-down menu.

When the bids are published, those marked Public are visible to contractors and have a published indication in the Select Proposal drop down list. If you publish the apparent bids and then you or another member of your agency launch the Open Bids utility again, you may see a warning message.

Deleting Apparent Bids

To delete an apparent bid:

  1. Select Manage Lettings, Proposals and Bids in the Letting and Vendor Data section of the Manage Agency page. This brings you to the Manage Lettings page.

  2. Select the letting date for the letting to enter the apparent bids. You can only enter apparent bids for lettings whose deadline has passed.

  3. Click Apparent Bid Entry in the upper right corner to enter bids for each proposal in the letting. Select a specific proposal to enter bids for that proposal only.

  4. If you selected a specific proposal, click Apparent Bid Entry in the upper right corner.

  5. Click the X next to the Bid for the entry you wish to delete. If the bid has data in either the DBE or Bid field, the Bid Express service asks you to confirm the delete. Click ok. The Bid Express service deletes the unwanted bid.

  6. When you are finished, click publish.

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