Bid Form

If you are a bidder who wishes to complete and submit a bid, we invite you to consult this article to guide you in entering your bid form.

For more details on the features and practices of the new standard, you can consult this article.

This report allows you to generate a bid form in Excel format, based on the budget version of your choice. This bid form can then be sent to bidders so they can submit a duly completed bid sheet back to you. Bids can then be imported into Aidi and used to update your budget and/or create the purchase order for the selected vendor.

If desired, a bid comparison report can be used to identify the selected vendor before awarding the purchase order.
 

Report Description

Here are the report's main features:

1. This button allows you to define the bid form. The process is discussed in more detail in the Preparing the Bid Form section
2. This button allows you to protect the file so that it is ready for sending to bidders. More details can be found in the Protecting the File section.
3. This button allows you to show/hide the sections related to the addendum in the General and Form sheets.
4. If multiple projects are selected when generating the report, you will first need to choose the project for which you want to define the bid sheet. If only one project is selected, it will be selected by default when the report opens.
5. It is possible to choose a tax group that will be applied to all prices entered by bidders. The tax amount will be displayed in the General and Summary sheets.

Preparing the Bid Form

Here are the steps to follow to define the bid form

1. Select the budget version on which your bid form will be based.
2. Select the lines you wish to add to the bid form
   1. Note that, although only Level 1 and 2 lines are displayed, it will be possible to add lower-level sub-lines to the bid sheet (see step 4).
   2. You can select/deselect all lines by clicking the box to the left of the "Order and Description" text.
   3. You can select/deselect all Level 2 lines by clicking on the parent.
3. Click Next.

4. Select the level of detail to display in the bid form.
5. Select the sorting order you wish to display in the bid form
   1. Aidi: the same sorting order as defined in your budget in Aidi.
   2. Sequential: the sequential sorting order defined according to the sequential line selection made in step 2
6. Click OK

After following these steps, you should have a bid form that looks like this.

7. If new lines are added during an addendum, it is then possible to specify an addendum number for each added line. Furthermore, the line will be highlighted in red when an addendum number is specified for it. For example:

Protecting the file

Once the bid form is completed, it is mandatory to protect the file before sending it to the bidder. Protecting the file will allow you to:

• Create a new macro-free version of the file named Form. You can then rename it according to your conventions.
• Retain only the data required for entry by bidders.
• Make editable only the fields to be filled in by bidders.

In the event that the file is not protected and an attempt is made to close it, the following modal will appear to indicate that the report is not ready for sending to bidders:

Printing the form

To print the bid form for electronic signature, you can follow these steps:

✏️Note : If you wish to omit certain pages of the bid sheet, you can edit the pages to print in the modal above.

Importing the proposal

When the vendor returns the file to you, you can import it into the Proposal page of the Planning menu.