For Bid Express owner-agencies
In this article:
- optional and alternate components
- decimal places and tax percent
- custom item columns
- component custom toggle options
Optional and alternate components
The owner-agency can mark components as optional or alternate when setting up the solicitation.
Optional components
An optional component does not need a bid by the vendor in order for the solicitation to be complete. Mark a component as optional by selecting the Optional check box.
Alternate components
An alternate component must be bid upon by the vendor (unless it's also marked optional) but may be awarded separately from the solicitation. Mark a component as an alternate by selecting the Alternate check box.
Advanced Options
Advanced options apply to item list and tables.
The Advanced options on item lists and tables allow you to create new columns and determine which columns should be filled in by the vendor. You can also set decimal places for unit price, labor, and quantity, include a percentage for sales tax, and set whether the item list and any alternates in the list should be included in the bid total for the item list.
Unless you save the item list as a template, these options are included only on the list to which you added them.
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With the solicitation open, click More for the component.
Decimal places and tax percent
You can set the decimal places for the unit price, labor, and quantities and a percentage for sales tax.
When you include the sales tax, the tax is automatically applied to the item list and bid total. You can include separate item lists with and without taxes to the same solicitation.
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Set the number of decimal places for the unit price, labor, or quantity using the Decimals drop down menu or leave this field set to the default. You can set unit price and labor to between two and five places and quantity to between zero and four.
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Enter the sales tax in the Tax % field or leave this field empty if you are not using sales tax.
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Click Apply.
Unless you enter a unit price or labor for an item, you will not see the sales tax or decimal places take effect. However, vendors will see it when they add prices to their bids.
If you have item lists with different decimal settings, the vendor's bid total will reflect the decimal places of the larger setting.
Custom item columns
You can create custom columns in the item list and mark them as informational or to be filled in by the vendor. You can also remove columns from the list and set the order in which the columns display. The Description, Quantity, and Unit Price columns are required, though you can change their names and hide the Quantity column in your solicitation. If you hide the Quantity column, the quantity for every item in the list will be set to 1.
Item list columns are represented by a square with the column name inside. Order the columns by clicking on a square and dragging it to the desired location. If you are using labor and materials (or time and materials) bidding, scroll to the end of the column list to add a Labor column to the item list.
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Use the scroll bar under the column options to see the Add Column options.
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Click Add Column in the square to add a new column or select a column that already exists.
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Enter the column name in the Edit Column field if necessary.
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Select whether data will be presented to the bidder or if data needs to be entered by the bidder.
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If the option is available, select if you want to display the column.
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Drag the column to where you want it located in the item list.
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Click Add Column in a new square to add a new column. You may have to use the scroll bars to see it.
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When you are finished editing and ordering the columns, click Apply.
If you set the option for the bidder to enter data, all values contained in that column will be deleted.
Click the red X on a column square to delete it. You cannot delete the Description, Quantity, or Unit Price columns.
Component custom toggle options
To include any of these options in the component, Yes should be displayed. Click the Yes toggle option to change it to No if you do not wish to include the option.
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Include in Bid Total
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Include Alternates in Bid Total
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Allow Vendor to Add Items
Click Apply if you make any changes.
The Bid Express service displays a notice for the item list component in the solicitation if the bid total is not included. Select the Hide bid total banner check box to hide this notice from vendors.
An item list not included in the bid total will still be listed in the Bid reports after the bids have been fetched for the solicitation.
The Bid Express service displays a notice and an Alternate Estimate at the bottom of the item list component if alternate items are not included in the bid total.
You do not have to mark a vendor-entry list as optional. You cannot enter information into the same list as a vendor. If you have items in your item list and then use the option so the vendor can add items, your items will be deleted.