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(Owner) Training Script Module 2 - Bid Packages
(Owner) Training Script Module 2 - Bid Packages

Bid packages & procurement portion of simulated training project

Marissa Knutson avatar
Written by Marissa Knutson
Updated over a week ago

Architectural Bid Package

🚨 Module 2 uses Project A. Be sure you are in Project A for this module!

A. Create Architectural Bid Package

Using the following instructions you will create an RFP for Architectural Services, send it out to two companies who are using the INGENIOUS.BUILD platform, and record the response to the RFP from one bidding company who is Off-System.

  1. Using the Project Navigation Menu go to Bid Packages.

  2. Click Create Bid Package

    1. Select Architect / Engineer / Designer, click Next Step

    2. Select Anticipated Contract Holder: ABC Client Co. as Principal with Your Company as Advisor. Click Select Contract Holder.

    3. Fill out the General Bid Details with the following information:

      1. Bid Package Name: Architectural Services

      2. Bid Package Manager: Yourself

      3. Contract Type: Lump Sum Contract

      4. Unit of Measure: Imperial

      5. Area Type: Rentable Area

      6. Area: 50,000 sf

      7. Sector/Industry: Office

      8. Bid Due Date: Two weeks from today's date 4:00 pm (16:00)

      9. Services Commencement: One month from today's date

      10. Construction Commencement: Two months from today's date

      11. Anticipated Substantial Completion: One year from today's date

    4. Click Next Step

  3. Enter project Scope

    1. Copy (ctrl+c) and paste (ctrl+v) the below narratives into the fields:

      1. Project Scope Description: Tenant improvements project of approximately 50,000 RSF in downtown Chicago, IL. Reference the attached INGENIOUS.BUILD RFP for the comprehensive details of this RFP.

      2. Services Scope of Work: Architectural design services associated with the construction of tenant improvements of approximately 50,000 SF on Floors 35 and 36 in 225 West Wacker Building in Chicago, IL.

    2. Click Next Step

  4. Enter Quoted Items

    1. Click Load from Template

      1. Select Template: ‘Architect (IngeniousIO Setup) - Tenant Rep Interiors Short Form’

      2. Click Load

    2. Set the Quoted Items for the Bid Package

      1. Remove the ‘Test Fits & Space Planning’ line item by clicking the trash can icon on the righthand side

      2. Assign the first Quoted Item to the Cost Code: 0210: Architect, then select "Apply All" to assign the cost code to the rest of the quoted items.

      3. Add Quoted Items as alternates to the bid package by clicking Add Quoted Item at the top of the page.

        1. 'Conduct ADA Survey of Existing Premises'

        2. 'Conduct Site Survey of Existing Conditions'

        3. Toggle the two added Quoted Items to be Alternate

      4. Click Next Step

  5. Add Files to the Bid Package from the References tab.

    1. Upload the following files to the bid package under Files:

      1. ARCHITECT RFP SAMPLE - Bldg Rules & Regs.pdf

      2. ARCHITECT RFP SAMPLE - Floor Plan Test Fit.pdf

      3. ARCHITECT RFP SAMPLE - Space Program.pdf

    2. Click Next Step

  6. For sake of this training exercise, we will not enter any Insurance Requirements. Click Next Step.

  7. Add Q&A's to the Bid Package.

    1. Click Load From Template

      1. Select Template: ‘Architect - Architect Bid Q&A’

      2. Click Load

    2. Click Next Step

  8. Add Bidders to the Bid Package.

    1. Use the search bar to search for the Bidders below and click Add Company to Bidders List next to each of them:

      1. Legends Design Group

    2. Clear the search bar.

    3. Select Global Database under Filters > Source, search for Red Wing Architecture, and click Add Company to Bidders List to add them as well.

  9. Click Save and Submit to Bidders.

🚨 You will now switch from Project A to Project B 🚨 This is to simulate that Legends Design Group and Red Wing Architecture have both received and responded to the bid invitation that you just sent out.

B. Review On-System Architectural Bids

  1. Using the Project Navigation Menu go to Bid Packages (reminder: you are now in Project B)

  2. Select the Architectural Services Bid Package

    1. Click the Bid Leveling tab

  3. Take some time to review the bids you have received by clicking the three dots next to each of the bid cards, and View Proposal.

C. Enter Off-System Architectural Bid

  1. Flyers Architecture sent a bid to you outside of the INGENIOUS.BUILD system and you would like to enter it to your Bid Package. See Flyer's Architecture Bid Package Response.pdf. Start by selecting +Add Bidders(s) at the top of the screen.

  2. Select Manual Bid and click Continue

  3. Fill out the Company Info:

    1. Select Company: Flyers Architecture

    2. Select Contact: Eric Lindros

    3. Date Received: today's date

  4. Fill in the Quoted Items per Flyers Architecture's breakdown.

  5. Click Attach File and upload Flyer's Architecture Bid Package Response.pdf

  6. Click Q&A at the top of the screen and fill in the Q&A responses per Flyers Architecture's breakdown.

  7. Click Add Manual Bid.

D. Select an Architectural Bid to Post to the ACR and Recommend for Approval

  1. Review your three bid responses and identify the lowest bidder (Legends Design Group).

  2. Click the three dots next to their company name and select Post to ACR.

  3. By posting this value to the ACR, you will now see this value on your Master Budget/ACR page. Let's take a look! 🔎 Navigate to the Master Budget/ACR by clicking Master Project Budget / ACR on the Project Navigation Menu

  4. In Column I, under cost code 01.0210 Architect, you will now see the value of Legends Design Group's bid package response. Click the value in that cell to bring you back to the Bid Package.

  5. Once back in the Architectural Bid Package, recommend Legends Design Group for approval by selecting Recommend for Approval.

Construction Contractor Bid Package

E. Select a Construction Contractor Bid to Post to the ACR and Recommend for Approval

  1. On the left navigation, select the Bid Packages Module again.

  2. Once back on the main Bid Packages page, select the Construction Contractor bid.

  3. Click Bid Leveling at the top of the page. Review your three bid responses and identify the lowest bidder (Blackhawk Construction).

  4. Using the three dots by the company name, select Post to ACR.

  5. By posting this value to the ACR, you will now see this value on your Master Budget/ACR page. Let's take a look! 🔎 Navigate to the Master Budget/ACR by clicking Master Project Budget / ACR on the Project Navigation Menu.

  6. In Column I, under cost code 03.0605 Construction - Interiors, you will now see the value of Blackhawk Construction's bid package response. Click the value in that cell to bring you back to the Bid Package.

  7. Once back in the Construction Contractor Bid Package, recommend Blackhawk Construction for approval by selecting Recommend for Approval.

📓 To document your completion of Module 2, navigate to the Master Budget/ACR, click Export> Export to PDF> ACR PDF> Rentable> ACR Summary & Detail, and save the pdf to your files.

You did it! 🎉 You now know how to create bid packages, evaluate on-system bids, enter off-system bids, post bid responses to the ACR, and recommend companies for approval! Proceed to Module 3.

Module 3

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