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Training Documents – Users & Bidders

This page contains a library of training resources covering topic-specific features and capabilities of the PennBid Program. They are geared towards existing Users who post and manage bids and solicitations. Due to extensive capabilities of the system, not all features or options are covered. For assistance, contact our office.

Answering Clarifications

Setting up your project to allow bidders to ask questions and posting agencies to publish responses.

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Awarding Your Project

Awarding your solicitation in PennBid is a streamlined, straightforward process that allows you to choose the manner and extent of items you are awarding, ending the bid management phase of your project.

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Bid Events

Managing Bid Events such as Pre-Bid Meetings, Site Visits, or similar, that occur during the bidding period.

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Categories / Service Codes & Geographical Area

When setting up a solicitation, you can select the NIGP Categories applicable to the project as well as the County location.

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Cloning a Project

At times it makes more sense to clone a project that already exists than start from scratch. This is especially helpful for multi-prime projects or term contracts.

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DBE Notification & Final Reporting Service

The PennBid Program completes required DBE notifications for many engineering firms and public agencies and provides a final report that can be sent to the funding agency at minimal or no cost.

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Editing Vendor Account Information

Editing your Vendor Company, Contact and other Account information.

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Establishing Questions & Pricing (Elements of the Bid Form)

This guide demonstrates how to establish a very basic online bid form used to request answers, unit prices, documents or other materials for goods or services. 

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Exporting Bidders Lists

Exporting Bidders Lists – Retrieving a list of all bidders who have taken an action on a specific project.

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Extracting Uploaded Bidder Documents

Bidders can upload one or more supporting documents with each bid submission. Within PennBid, these documents can easily be downloaded and printed.

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Going Live (Making Your Project Publicly Visible)

There are two ways to go live when you’re ready to show your project.

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How To Set Up a New Project

To begin, log in to PennBid and click Bids on the left toolbar. On the top blue toolbar, click the + icon on the right.

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How to Submit a Bid

Bid Submission – The process of completing all required fields, uploading all mandatory documents, and submitting the proposed bid prior to the project due date & time.

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Inclement Weather Notification

Moving a bid due date and/or time due to weather circumstances and notifying all bidders via addenda.

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Instructions to Bidders – PennBid Supplement

This document facilitates the inclusion of “Instructions to Bidders,” within the bidding documents for those agencies not using industry-standard documents.

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Issuing Addenda

Addenda – A written change, addition, alteration, correction or revision to a bid, proposal or contract document.

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Managing Your Bidders List

Bidders List – The list of vendors who added themselves to the plan holders list by downloading a document, asking a question or verifying their intent to bid.

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Multi-Prime Projects

Multi-Prime Project – A project that includes more than one contract/bid form but shares the same scope of work.

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New Project Review

New Project Review – Process of reviewing your project for accuracy, adding documents, and finalizing details so that the project is ready to “go live” in the system.

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One & No Bid Scenarios

When a project reaches its due date/time and received zero bids, know Your Options Before Opening.

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Opening Bids and Displaying Results

Opening bids is a quick and easy process that offers comprehensive access to bid information and documents submitted by bidders.

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PennBid Related Revisions to AIA Document A701-2018, Instructions to Bidders

This document is intended to facilitate revisions to the “Instructions to Bidders,” AIA Document A701- 2018 Edition.

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PennBid Related Revisions to EJCDC Document C-200, Instructions to Bidders

This document is intended to facilitate revisions to the “Instructions to Bidders,” EJCDC Document C200, 2018 Edition.

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Preparing Project Videos

To optimize the video upload process and prevent potential delays, please follow these recommended guidelines.

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Pricing Results Visibility

When setting up a solicitation, there are three options for pricing results visibility: Hidden, Public Summary and Public Details.

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Private Bids

When a solicitation is private the posting agency controls who has access to the project and the ability to bid on a solicitation.

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Public Advertisement Templates

Drastically reduce the advertising costs for public bids and solicitations, along with lowering costs associated with onsite bid opening.

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Public Bidding Process

This brief document is intended to assist those new to the public bidding process and to promote greater bidder inclusion.

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Understanding Bonding

What is, and the purpose of surety bond, bid bond, performance bond, and payment bond?

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Uploading & Managing Project Documents

A guide for uploading and managing the documents that are essential to, or associated with your project.

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Vendor Registration

Creating an account to submit bids or respond to solicitations. This document provides a step-by-step guide on how to register on the PennBid System.

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Vendors – Opting Out of Notifications

If you no longer wish to receive notifications about new/available projects on PennBid, follow the steps included in this document.

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Where’s the Bid Bond?

How to located and download/export the bid bond associated with your project bid for the awarded bidder.

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