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About Bid Packages

The Bid Packages section and Bid Management functions are only available to StratusVue Customers with an active Bid Management subscription and their bidders.

Each Bid Package has its own print and report. A standard Bid Package Print and Report are provided out-of-the-box to all Bid Management Subscribers. All Prints and Reports can be customized via our Professional Services Team. Please contact support@stratusvue.com for more details. Additionally, the bid package also comes with the standard out-of-the-box Invitation to Bid Email.

Bid Packages are created within a StratusVue Project.

Creating a Bid Package

1. Navigate to the Bid Packages section of the Document Module of the project

2. Select New Bid Package in the top ribbon

3. Fill in the applicable information

Required fields are indicated with an asterisk*.

Bid Management Key Terms & Bid Package Fields Breakdown

Project Information

The project information is pre-populated with the Project's information and can be changed at the bid package level

Bid Package Information

4. Select Save

Adding Bid Documents

The best practice for adding bid documents is to Upload the Documents into the Documents Module sections of the project.

For Customer's with StratusDrive, the files would be uploaded to the StratusDrive Project.

Once the Bid Documents are uploaded to the applicable document storage solution, we would then reference those documents into the Bid Package by using The Document Reference Tool.

1. Open the document reference tool, simply select Add folder or Add Document within the Referenced Grids

2. Select the Document Section the Bid Documents reside

3. Navigate the folder path to the folders/files being referenced and select the checkbox(es)

4. Once the folders/files have been selected, use the Close & Attach Selected option at the bottom

The applicable referenced files grid will be updated to include these selected folders/files.

Please note, the attachments section of the bid package is available, however anything that is attached to the attachmens section will be sent as an attachment to the The Invitation to Bid Email and is subject to file size limitations. Support recommends attaching nothing larger than 5MB to the attachments section to prevent the email from not sending or being received.

Uploading Documents to the documents module section and using the The Document Reference Tool to add them to the bid package is the BEST PRACTICE.

Adding Bidders

1. In the User Options section of the top ribbon, select Add Bidders to open the System Tool: The User Selection Tool

2. Select the View to My User Groups and the User Group to Bidders List

(Please note, the name of the user group may vary as these are maintained at an Organization level, the out-of-the box system includes a Bidders List User Group, but the User Selection Tool can be used to search all views)

3. Search by typing in the white boxes at the top and using enter on the keyboard. Select the checkmarks to queue bidders to be added to the bid list. You can search while queueing.

If the bidder that you are searching for does not yet have a user profile (you have searched the Bidders list and Public-All), the recommendation is to create that profile within the Organization User Group: Bidders List

4. Select Close & Add selected to add the bidders to the Bidders by Division grid of the Bid Package

If a Site User profile does not yet exist, an elevated Site Level Permission is required to use the Create Contact and Create User buttons in the top ribbon of the Bid Package.

Organizing the Bidders By Division Grid

The Bidders by Division grid is controlled by the CSI's from List Management that are assigned to each added bidder's User Profile. Bidders can have up to 4 CSI Codes for their profile and show under each assigned CSI code in the Bidders by Division grid.

Change Bidder's CSI Code Assignment

1. Expand the CSI Code to see the bidder and select the green BE (Bidder Edit) button

2. In the Bidder CSI Codes section, select the CSI Codes that should be assigned to the bidder and select the checkbox to the right of the CSI Code if the bidder should be listed under that CSI code within the Bidders by Division Grid of the Bid Package. The No CSI Code field at the bottom will list the bidder under a Division labeled "Without". Bidders that show in multiple CSI's will only receive one Invitation to Bid listing all CSI codes assigned.

3. Select Update

4. Select Refresh on the Bidders by Division Grid (top right)

The Bidders by Division Grid will refresh, and the bidder will be shown within the selected CSI Code(s) within the Bidders by Division Grid.

Sending the Invitation to Bid Email

Once the Bid Package is created, bid documents have been referenced, and bidders have been added, the Invitation to Bid email can be generated.

1. Expand the Bidders by Division Grid (the grid MUST be fully expanded)

2. Select all (or cherry pick a select few bidders)

3. In the top ribbon, select the Send Options Tab

4. Select Email

5. In the pop-up, confirm the ITB send to the number of selected bidders

The Bidders by Division Grid will refresh and the ITB Sent column will be populated:

If the ITB Sent column shows a yelow check mark, it means that the send of the Invitiation to Bid to the Bidder is being processed.
If the ITB Sent column shows a green check mark, it means that the system has successfully sent the Invitation to Bid to the Bidder.
If the ITB Sent column is blank, it means that bidder was not yet sent the Invitation to Bid.