Documents

Overview

Bidding documents provide all information necessary for prospective bidders to prepare proposals for goods and services. The detail and complexity of these documents varies and may include the following sections: instructions to bidders, form of bid, form of contract, conditions of contract, etc. The basis for bid evaluation and selection of the bid are typically outlined in the instructions to bidders and/or specifications.

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Procurement ► Documents

Document screen Fields

Field	Description
Code	This field refers to the unique identification code of the Document which is system generated
Document Date	This field is a Default document date which is automatically generated by system
Workflow Status	Status of the Document (e.g. Being Written, Draft, and Approved) is shown in this field. The default value is “Being Written”.
Reference Number	Reference Number inherited from the Procurement Process is to be mentioned in this field and is to be used to locate the Document
Process	Procurement Process related to the Document is to be selected from the Look up button
Type	This field Indicates the type of procurement process
Purchasing Vehicle	Purchasing Vehicle for the Procurement Document is to be selected from the Look up button
Bid Evaluation Method	Bid Evaluation Method used for the Procurement Document must be selected from the Look up button
Contract	This field Defines the contract attached to the document
Language	Country specific language used to enter the Procurement Document information is to be mentioned in this field
Abbreviation	Short form of the Document is to be mentioned in this field
Description	Short description of the Document is to be written in this field
Expected Response Date Reason	Short description of the reason for updating the attribute Reviewed Expected Response Date is to be mentioned in this field
Publishing Date	Date the document was published is mentioned in this document.
Expected Response Date	Date the vendors must deliver the proposal by is to be filled up in this field
Reviewed Expected Response Date	Reviewed Expected Response Date of the Procurement Document is to be mentioned in this document. The Period for Responses value is automatically added to the Publishing Date to populate this field
Document Opening Date	Date the vendor's proposals are opened is mentioned in this field
Last Date For Questions	The Last date that Vendors have to ask questions must be mentioned in this field.
Minimal Response Valid Days	Number of days that vendors must have valid for their proposals are mentioned in this field
Full Bid Required	If checked it indicates that a Full Bid is required for this Document. When there is more than one lot, the vendors must bid against all the lots. If there is only one lot, it applies to the items; therefore vendors must bid against all the items.
Bid Security Response Required?	If checked it indicates that Bid Security Response is required. If the Bid Security is required, when entering the Procurement Document Response, the attribute from Bid Manager Name is required.
Audience Type	Type of audience needed for the procurement document. Must be mentioned in this field. The value can be set to Public or Restricted
Price Condition	This field describes the Price conditions that the vendor must take into account when they present their financial proposal
Attachments Tab	This tab contains the final approved Procurement Document. It can be one or more documents
Rules Tab	This tab is for Vendor validation rules for the Procurement Document. This Tab is populated from the Purchasing Vehicle Vendor Validation Rules; users can change it and add more validation rules as needed
Required Responses Tab	Responses for the Procurement Document, defined by the Type of Response must be created in this tab
Sections Tab	Collection of procurement document sections is to be created in this document. These sections are inherited from the procurement document type. Users can modify, add, or discard procurement document sections.
Lots Tab	: A Procurement Document can have one or many item lots. Each lot can have one or many item details
Preliminary Evaluation Criteria Tab	A collection of ‘Preliminary Bid Evaluation Criteria’ is mentioned in this tab and is to be selected from the Look up button
Meeting Tab	Meetings regarding the Procurement Document is to be selected from this tab
Procurement Document Source Type	Signifies the source type from where the the procurement document can be had.
Original Procurement Document	A lookup field which gets active upon the selection of the Document source type value.
Posting Status	This field is a 'Display Only' field and will be updated by the system when the PD is either saved (then the attribute is updated to Saved) or temp saved (then the attribute is updated to Temp Saved)
Buyer	Buyer selected to be the responsible of the entire procurement document preparation, evaluation and awarding.
Currency	Allows the user, select the currency for the purchasing document.
Exchange Rate	Will show the latest active exchange rate for the selected currency which is linked to Expenditures.
Document Total Amount Dc	Total Lot Item Details' (which is the Lot Total Amount) for all of the lots related to the procurement document
Document Total Amount Fc	'Total Lot Item Details' (which is the Lot Total Amount) for all of the lots related to the procurement document
Procurement Document Type Of Status	Indicates the type of revision that applies to the procurement document.
Created By	Read only field. Auto assigned by the system when the document is CREATED.
Created On	Read only field. Auto assigned by the system when the document is CREATED.
Approved By	Read only field. Auto assigned by the system when the document reaches the WFP status "APPROVED".
Approved By	Read only field. Auto assigned by the system when the document reaches the WFP status "APPROVED".
Published by	Read only field. Auto assigned by the system when the document reaches the WFP status "PUBLISHED".
Published on	Read only field. Auto assigned by the system when the document reaches the WFP status "PUBLISHED".
Short listed / Sourced Vendors Tab	Depending on purchasing vehicle in attribute the list can be mandatory or not, when is true then the minimum number of vendors given in must be entered by the user.Collection of 0 to many.

Required Responses

This signifies the response type required to be inserted in the procurement document.

Required Responses screen Fields

Field	Description
Type	This field Refers to the procurement document response type. It defines the type of Required Response which includes Technical and Financial.
Number	Users must enter the number of proposals (envelopes) by type that is needed. For example, it might be a need to have two separate technical proposals, or two separate financial proposals, etc.

Sections

Each procurement document can have a collection of 1 or many sections related and the order of such sections. Such information will be inherited from the procurement document type selected, however the user can change the order, discard some section and add more sections from the catalogue.

Field	Description
Order	The order is inherited from the procurement document type. However, users can change it. No two sections within the same procurement document have the same
Finished	If checked, it indicates that the Document Section is finished
Finish Date	This field gets automatically populated with the date and time when the checkbox for Finished is checked
Language	Country specific Language used to enter the Section information is selected from the drop down box
Name	The name of the Section is mentioned in this field
Description	Short description of the Section is mentioned in this field
Attachments Tab	Any documents or files related to the Section are mentioned in this field

Lots

The procurement document can have 1 or more lots. Each lot can have 1 or more requisition items.

Field	Description
ID	This is a unique identification code of the Lot information
Sequence #	Sequence Number of each Lot gets automatically assigned
Allow Item Level Award	If field is checked it indicates that the Lot can be awarded per item purchased. It defines if the Procurement Document Lot allows vendors to be awarded per item that they purchase
Total Amount DC	Automatically populated with the total sum of the items is shown in this field.
Total Amount Fc	System auto populated with the sum of the item amounts for all items having foreign currency.
Total Estimated Amount Dc	System auto populated with the sum of the item amounts for all items having domestic currency.
Total Estimated Amount Fc	System auto populated with the sum of the item amounts for all items having foreign currency.
Total Tax Amount Dc	Read only field
Total Tax Amount Fc	Read only field
Minimum Technical Score	This represents the minimum technical evaluation score that a Proposal requires to be considered as compliant
Technical Overall Weight	This represents the overall weight assigned to the Technical Proposal.
Financial Overall Weight	This represents the overall weight assigned to the Financial Proposal.
Language	Country specific Language used to enter the Lot information is mentioned here.
Abbreviation	Short form of the Lot information is mentioned in this field
Description	Short description of the Lot information is mentioned in this field
Requisition Items Tab	It contains the different requisition items related to a particular lot of the Procurement Document
Technical Evaluation Weights	Bid Evaluation Criteria of Type ‘Technical’ and the corresponding Weight value are mentioned in this field

Requisition Items

This tab contains the different requisitions items related to a particular lot of the Procurement Document. The information to populate this entity must come from the Purchase Requisition entity. The user can enter (requisition not coming from FreeBalance Purchasing) more Procurement Requisition Item as needed.

Purchase Requisition Item Screen Fields and Tab

Field	Description
Requisition	It represents the ID of the Purchase Requisition.
Item	Requisition item id, comes from purchase requisition item.
Catalogue Item	Users must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated into the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Coding Block	Once the Item ID has been selected the information will be automatically populated to from catalogue item Coding Block.
Unit of Measure	Refers to the Unit of Measure of the item. This field will be defaulted if Catalogue ID is selected. Users can change it.
Price Dc	Domestic Price per unit of the Item. If users enter the Foreign Unit Price, this field will be Calculated/Updated Read Only Field, and will get updated by the system using the currency rate defined.
Price Fc	Foreign Price per unit of the Item.
Quantity	Refers to the quantity of the Requisition Item.
Item Estimated Price Dc	Total Domestic price (Domestic Unit Price x Quantity), system calculated value.
Item Estimated Price Fc	Total Foreign price (Foreign Unit Price x Quantity), system calculated value.
Total Estimated Taxes Dc	Auto-calculated by the system by adding all of the taxes values in from child Drops related to this item.
Total Estimated Taxes Fc	Auto-calculated by the system by adding all of the taxes values in from child Drops related to this item.
Description	Description of the item to be procured.
Last Drop Sequence Number	Drop down information about Procurement Document Requisition Item Drop.
Requisition	This is mandatory when the information is populated from the FB Purchasing. Not needed when the user is entering free Requisition Items.
Item	This is mandatory when the information is populated from the FB Purchasing. Not needed when the user is entering free Requisition Items.
Tolerance Per Amount	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.
Tolerance Per Amount As Percentage	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.
Tolerance Per Quantity As Percentage	When it is an imported Requisition, the information is populated from the Purchasing. When it is a free Requisition Items, entered by the user.

Technical Evaluation Weights

This entity contains a collection of one or more Bid Evaluation Criteria Type ‘Technical’ and its corresponding Weight value, level and roll up to, which could be reused among Procurement Documents. Before entering values for attributes in this Entity, Bid Evaluation Criteria Entity must have values with Bid Evaluation Criteria Type equal to ‘Technical’. The user should be able to import as look-up Bid Evaluation Technical Criteria from one lot to another within the same procurement document or from different procurement document.

Technical Evaluation Weights screen Fields

Field	Description
Id	A unique identification code is automatically generated in this field
Requires Vendor Compliance	It defines if the criteria must be met to be considered in further evaluation. If 'True' means that it is a Mandatory Criteria, if 'False' means it is a Desirable Criteria.
Weight	This field represents the weight points assigned to the ‘Bid Evaluation Criteria’ selected.
Bid Evaluation Criteria	Bid Evaluation Criteria for the Technical Evaluation Weight must be selected from the dropdown box
Language	Country specific language
Abbreviation	Entered by the user
Description	Entered by the user

Short listed / Sourced Vendors

This entity will contain the vendors related to a Process that could be a pre-qualification of the vendors or a simply list of vendor that institutions wanted to invite for bidding.

Procurement Process Short listed Vendors Screen Fields

Field	Description
Order	Auto assigned by the system starting at 1 and incremented by 1 for each new vendor and document ID.
Vendor	Vendor that it is listed/sourced to be invited in for bidding during the Procurement Document bid reception.
Language	Country specific language
Justification	Description by the user for justifying the vendor suggestion