Add a Procurement Item Document

Contents

The Procurement section enables you to enter and track information for procurement items and the related scope items that make up the procurement item. Anyone who needs to procure materials or labor can use this module. Use the Procurement Items log window to track documents, and Procurement Item document windows to track bids and award contracts.

During the procurement process, you can track bids from contractors on materials that you require, or a job you need done. Once the item is open for bid, you can track who is bidding, how much they bid for each procurement item and its scope items, and then award the procurement item to a contract or Purchase Order for the winning bidder.

Once you know the details of the materials you require or the job you need done, create a new procurement item document in which you will enter all bids and other relevant information. Once you have created the procurement item, you can Award a Procurement Item to a Bidder.

To create a new procurement item document:

1. Expand the Contract Information folder from the Project View and click Procurement to open the Procurement Items Log Window.
2. Click Add Document to open a new Procurement Item Document Window.

On the General tab:

1. On the Spec Section drop-down list, select the specification section to which this procurement item applies.
2. Enter a title for the procurement item.
3. From the Purchase Type drop-down list, select the purchase type for this procurement item.
4. From the CSI Division drop-down list, select the division to which this procurement item applies.

On the Status tab:

1. Click Select Ball in Court and select the BIC.
2. Select the status and priority of the procurement document.

   Note: In most cases, the person creating the Procurement Item document would not also be an approver. See Approve a Procurement Item Document for information on approving a Procurement Item document.

On the Bid Tabulation tab:

• Select options to display the information you want on the Bid Tabulation tab.
• Add Scope Items to the Procurement Item.
• Add General Items to the Procurement Item.
• Add Alternate Items to the Procurement Item.
• Add Bidders to Procurement Items.
• Add and Edit Bids for Existing Bidders.

On the Scope of Work tab:

Enter a description of the work on this tab.

On the Schedule tab:

Use the fields on this tab to link this procurement document to the start and finish dates of a P6 EPPM activity.

• If you are connected to P6 EPPM, click Select to open the Select Activity Dialog Box, or simply associate a schedule activity (and not update) with the contract dates. See Connecting a Contract Management Project to a P6 EPPM Project for more information.
• Click Select Date to select dates for the other fields.

  Note: If you are not connected to P6 EPPM, you can manually enter the activity ID and the start and end dates.

On the Details tab:

Use the Details tab to select the Bid Package and to enter pertinent information about the procurement document.

On the Issues tab:

Use this tab to link this procurement document to existing issues. Click Link to open the Select Issue Dialog Box, and add a new issue.

On the Attachments tab:

• Click Attach File to attach a file to the document.
• Click Attach from Repository to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This will not display unless the administrator set the Contract Management project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
• Click Attach URL to attach a web address to the document.

  Note: If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.

On the Custom Fields tab:

If you want to define any additional information about a project, create custom fields by right-clicking on the top-level folder (for all projects), and clicking Custom Fields. The Custom Fields tab only displays when one or more custom fields have been defined for the module.

On the Versions tab:

You can maintain different versions of the procurement document on the Versions tab. Once you save changes to your document, choose Version Document from the Select an action drop-down list to create a new version of the current document. This tab only displays when the document is opened in view mode, not in edit mode. For more information about versions, see Version Document Overview.

Save the document:

Click Save when you are finished configuring the document.