spd ebidding tools system -...

SPD eBidding Tools System

City of Houston Strategic Purchasing Division

Buyer’s Guide

Document Author: Patrick Plummer Document Date: August 23, 2005 Document Version: 1.00

Buyer’s Guide – SPD eBidding Tools City of Houston

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1. Introduction The Strategic Purchasing Division (SPD) eBid web site was implemented to allow City Buyers to create their bids online, manage bid documents and clarification letters, and to automatically produce Bid Tabulations when the bidding period is closed. In addition, the system allows Buyers to communicate with vendors who are registered on the site and to view which vendors are interested in particular bids. The goal of the eBid system is to automate a number of previously manual processes. Vendors can view and place bids completely online. When the bid closes, Buyers can get their bid tabulations immediately, rather than waiting for it to be compiled by hand. Buyers now have direct control over their bids. The system allows them to upload new documents or clarification letters through a simple management screen. They can change post and closing dates through easy to use web forms.

2. Contact Information The eBid system is administered by:

Adi Dajani, IRM City Hall Building, 901 Bagby 832-393-8710 [email protected]

The eBid maintenance contract is serviced by:

Syngularity Business Solutions Contact: Patrick Plummer 832-465-3407 [email protected]

3. Logging In The eBid system uses a secure login form to protect bidding information from unauthorized users. Each Buyer should have an account username and password assigned to them. For site access, please contact Adi Dajani. The City Personnel Login page can be reached at the following URL: http://purchasing.houstontx.gov/Buyer_Logon.aspx


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It can also be reached from any page on the SPD site by hovering the mouse pointer over the Strategic Purchasing Area menu and selecting the SPD Buyer Logon item.

Figure 1. Link to Buyer Logon Next, the buyer will be prompted for a username and password.

Figure 2. Buyer Logon After entering the login information, the buyer will be taken to the Buyer Home Page.

4. Buyer Home Page The Buyer Home Page gives each user a “dashboard” to quickly go to the part of the system needed.


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The main content area contains three lists of bids. The first grouping is of Open Bids. These Bids are currently in progress and are available for vendors to view and bid on. Below the Open Bids list, the Pending bids are displayed. Pending bids are bids that are in the process of being defined by the Buyer, or have been defined but are not yet marked as Open. Finally, the Closed bids are listed. By default, the last six months of closed bids are displayed for the Buyer’s department. A pull-down list is available above the closed bids list to select the time frame of bids displayed. The buyer can choose a time frame ranging from one month to two years.

Figure 3. The Buyer Home Page Clicking on the Bid Number for any bid will take the buyer to the Bid Menu page. The Bid Menu Page gives the buyer a number of options associated with the bid including editing, emailing vendors, etc. This will be discussed at length below. The area on the left side of the page helps the buyer to navigate the site more quickly. This navigation bar is generally available on all pages in the system that requires a Buyer user account to access.

6. Searching for Bids If the bid the buyer wishes to access is not displayed on the Buyer Home Page, the buyer can search for it using the Buyer Search Page. The Buyer Search Page looks very similar to the normal site search page used by visitors to the site. There are two important differences:

The Buyer Search can return “Pending” bids as well as Open and Closed The Buyer Search results contain an additional column allowing the Buyer to go

to the Bid Menu for that particular bid


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Figure 4. The Buyer Search Page results. Just like the normal bid search engine page, the buyer may search by bid status and/or keywords. Clicking on the Bid Menu link for any bid will take the buyer to the Bid Menu page for that bid.

7. Creating a Bid When the buyer clicks on the Create Bid link on the left navigation bar, the buyer will be taken to the Create Bid page. This page allows the buyer to import bid information from Excel or enter the bid information manually.


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Figure 5. The Create Bid page. To Import From Excel If the buyer wishes to use the Excel SPD Bid Sheet Template, click on the Import Bid From Excel link before entering any other information on the page. This will take the buyer to the Import Bid page. The Import Bid page allows the buyer to download a blank SPD Bid Sheet Template (if the buyer doesn’t already have a copy), which can be used to enter or cut and paste, bid information to.

Figure 6. The Import Bid Page Note: Bid information may ONLY be imported from the SPD Online Bid Sheet template. This is because the application needs all fields in a particular format in order to bring the information into the system correctly. To get the Bid Sheet template, right-click on the Bid Sheet link and select the Save Target As... option. After saving to the local workstation, the buyer may open the template like any other Excel spreadsheet. When the buyer opens the spreadsheet a security alert may be displayed:


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Figure 7. Macro alert in Excel. Click the Enable Macros button. The template uses a macro to help the buyer export the bid sheet to the proper format for upload to the eBid system. When the Bid Sheet is displayed, the buyer may enter or cut and paste the bid information into the appropriate cells.

Figure 8. SPD Bid Sheet template. After the buyer has entered the bid information, click the Export button. The buyer will be prompted to give a name for the export file. This file is a simple text file that can be uploaded and interpreted by the system and saved as a new bid. When the buyer give the name, no extension is necessary.


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Figure 9. Enter a file name. After the buyer clicks the OK button they may exit from Excel and return to the Import Bid Page. Now click the Browse button on the Import Bid Page. A file browse window will be displayed. Browse to the path where the Bid Sheet export file was saved, and select the file just exported. It will have a .CSV extension. Click the Open button. This will cause the path and file name to appear in the text box on the Import Bid Page.

Figure 10. Selecting the file to import. Now click the Import button. This will cause the bid to be created. The buyer will then be taken to the Edit Bid Page for review. Imported bids will always be imported with a “Pending” status. Buyers must review the bid for accuracy before setting the status to Open. Entering the Bid Information Nearly as simple as importing a bid from Excel, buyers can also enter the bid information using the Create Bid form. Bid Number First the buyer must enter the Bid Number. The Bid Number format consists of a letter followed by a five-digit number. The letter has the following meanings:

C - Construction bid under $500,000


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H - High Tech bid L - Legal Services bid N - Formal Onetime bid S - Supply bid T - Request For Proposal (RFP) I - Informal Bid

If “I” is selected for an Informal Bid, the Bid Number field will be disabled. This is because for Informal Bids the system will generate the Bid Number automatically. For all other bid types, the bid number is created within another application called the Bid Tracking system. Please refer to the Bid Tracking documentation for more information. Catalog Bid By clicking this checkbox, the buyer will make the bid a Catalog Percentage style bid. This changes the look of the Bid Items as displayed to the vendors placing bids. Instead of entering straight bids (prices) for each line item, vendors will enter a percentage discount for the bid items and a catalog number that refers to a standard pricing catalog. Bid Status The starting status for a bid is normally “Pending”. This means that the bid will NOT be displayed to vendors searching the site. This allows buyers to create the bid and make updates without vendors being able to view it until it is ready. The next status a bid moves to is “Open”. An Open bid will be viewable to visitors to the web site AFTER the Post Date (set below) has passed. In other words, a vendor can only see a bid if the status is Open and the Post Date is in the past. This allows you to set the Post Date of midnight and have the system publish the bid automatically. The final status a bid passes through is “Closed.” A closed bid is complete and has passed the Close Date (Due Date). Bid Description & Abstract The Bid Description is the short (should be no more than a sentence) text that describes the bid. This description is displayed to the vendors in the search results. The Abstract is a slightly longer description of the bid and any relevant details. This text is displayed to the vendor on the search results page. When the vendor places their mouse over the bid description, the abstract text will pop up in a small window. Bid Departments & Department Description


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The Department list defines what departments are involved with the bid. The department description allows you to enter any text needed to display to the vendor on the search results page. Buyer Email The Buyer Email is the primary contact for the bid. This is displayed to the vendors placing bids and is also used for several automatic emails sent by the system. Post Date & Due Date The Post Date is the date and time the bid will be published. If the bid is set to the Open status, the bid will be automatically published by the system at the proper time. The Due Date is the date and time the bid must be placed by the vendor. After this time, vendors will not be able to place or withdraw bids. It is also after this time that the Bid Tabulation will be available (see below). Min Bids Needed The Min Bids is the minimum number of bids required for this bid to be complete. The system will automatically send the Buyer an email three days before, two days before, and one day before the due date of the bid. This email will tell the buyer how many bids have been submitted. If the minimum number of bids has not been reached, the Buyer will be able to extend the bid’s due date, or perform some other action. Pre-Bid Conference The Pre-bid Conference fields allow the buyer to enter time, date, and location information for a pre-bid conference and flag the conference as required or optional. Reverse Auction If the bid is a reverse auction hosted by TPC, the buyer can mark the bid using this pull down box.

8. Editing the Bid After clicking the Create Bid button on the Create Bid page, the initial bid information will be saved and the Buyer will be taken to the Edit Bid page where the rest of the bid data can be completed.


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Figure 11. The Edit Bid page. The Edit Bid pages allows the Buyer to update the basic bid information, add Bid Items (Line Items) to the bid, upload Bid Documents, and set up required forms the vendor must provide. How the Form Works While each bid is unique, all bids contain some sort of line item that represents the good or service being bid on. In some cases, a bid may require only one line item, such as in the case of a Lump Sum Bid. In other cases, dozens or even hundreds of line items may be required. When a large number of line items are required, it may be easier to import the bid from Excel, using the Import Bid page, discussed above. In any case, however, it is important to remember that the entry of the bid items help the vendor greatly in submitting their bid to the City. Instead of manually creating a bid sheet, they now have an easy to fill out online form. A simple and painless bidding process results in more vendors doing business with the City. More bids mean more competition and ultimately, lower prices. The online bid form also helps the Buyers. After the vendors fill out the online bid sheets, the data is stored in the eBid system database. When the bidding period closes, the Bid Tabulation can be produced immediately without having to wait for a manual process to be completed. This helps Buyers turn their bids around more quickly for their departments. Adding Bid Groups The first step in adding bid line items is to add at least one Bid Group. Bid Groups allow the Buyer to group or categorize their line items. A Bid Group may be added by entering the group name or description in the text box and clicking the Add Group


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button. If the bid only needs one group, simply call the Bid Group “Line Items” or something similar.

Figure 12. After adding a bid group called Auto Parts. When the Bid Group has been added, a series of blank text boxes will be displayed, allowing the Buyer to enter the bid item. After the Bid Group has been added, an Order pull down box is displayed below the group name. This allows the buyer to change the order of the Bid Groups. Next to this box is the Edit Name link. Clicking on this link causes a text box to appear allowing the buyer to change the Bid Group name. The Delete Group link will delete the Bid Group and all of the items within the group. A prompt will be displayed confirming this selection, for safety sake. Each time a bid item is entered, click the Update Items button. This will save the bid item and add a new blank row to the bid group. (Note: The last blank line is always present on the Edit Bid page – it is not displayed to the vendors when they place their bid.) Item Number The Item Number is a text description of the item number, as it should appear to the vendor. It may be “1”, “2”, “3”, or “1a” or “Item 1” or anything else required. Any text is fine. Order The Order field accepts a simple number (1,2,3), which represents the real order the bid items should be displayed. This enables the buyer to sort the line items correctly, even if the Item Number field is not alphabetical. The Order field also allows the buyer to change the order of the items. After entering new values for the Order, after clicking the Update Items button, the bid line items will be resorted. Description The Description field is used to define the bid line item. Use this field to enter any necessary specifications, part numbers, brands, etc. required.


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Unit of Measure The Unit of Measure is a field that can contain any text description of the units required for the line item. For example “Each”, “EA”, “Cases”, “Feet”, “Pounds” are all suitable. The system will accept any unit of measure. Quantity The Quantity is the number of items required by the bid. Show Mfg Line If the buyer will allow a substitute or alternative item for the item described, then the Show Mfg Line check box should be selected. This will show an extra text line to the vendor on their bid sheet allowing them to enter an extended description of the alternative being proposed. Delete Item The Delete Item checkbox allows the buyer to delete that line item the next time the Update Items button is clicked. By repeating this process, all Bid Groups and line items may be entered. Managing Bid Documents Below the Bid Items section of the Edit Bid page is the Upload and Manage Bid Documents link. Clicking on this link will cause another browser window to be displayed. This window contains the Document Manager Tool.

Figure 13. The Document Manager window. The Document Manager displays the bid folder on the server. If any documents have been uploaded, they will be displayed in this window.


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To upload a document, click on the Browse button. A Windows file dialog window will be displayed allowing the buyer to browse their hard drive for the bid document to upload. Select the document and click the Open button. This will load the path and file name into the text box next to the Browse button in the Document Manager window. Now click the Upload a File link next to the Browse button. The window will refresh and the document will be uploaded to the server and displayed. Clicking on the document name will cause the document itself to be displayed in a new window. The Document Manager allows buyers to create sub-directories, move, rename, and delete documents and files within the bid folder. Note: You can only manage one bid at a time. To manage another bid, you must enter the Document Manager from that bid’s Edit Bid page. Additional Forms Most bids require that additional forms be supplied with the submitted bid by the vendor. The eBid system allows vendors to upload electronic copies of these documents.

Figure 14. Additional Forms The buyer can select which forms are required by flagging each form appropriately with the pull down boxes provided. This will cause a list of the required forms to be displayed on the bid form as seen by the vendor. This is a convenience factor for the vendor and helps to reduce calls to the buyers. Previewing the Bid


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At the bottom of the Edit Bid page, the Preview Bid button will allow the buyer to view the final bid sheet as seen by the vendor. This allows the buyer to verify that the format of the sheet is how they expect.

9. The Bid Menu The Bid Menu is displayed any time the buyer clicks on a bid number from the Buyer Home Page or clicks on the Bid Menu link from the Buyer Search results page. In addition to the Edit Bid feature (discussed above), the Bid Menu lists a number of other functions related to the bid.

Figure 15. The Bid Menu The Supplier Options section lists functions related primarily to communication with the vendors. Before the bid is posted, a buyer may solicit vendors by emailing them using the Solicited Suppliers link. The Interested Supplier list allows the buyer to view and email all vendors who have viewed or downloaded the bid documents. A buyer may also manually add a vendor to the system using the Add Interested Supplier link.


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In the Reports section, a buyer may view the number of visits and other information regarding vendors as well as view the Bid Tabulation, after the close of the bid.