Create Ad Hoc Bid Factor

Create Ad Hoc Bid Factor

Quick Reference Guide

Create an Ad Hoc Bid Factor on a Sourcing Event

February 16, 2017

Create an Ad Hoc Bid Factor on a Sourcing Event

If you need a bid factor on an event that is not on the bid factor list, you can set it up for that event. A bid factor set up for an individual event is an ad hoc bid factor. Any changes or new bid factors are not available for future events. You can create ad hoc bid factors only before you post the initial version of an event.

You can create a new ad hoc bid factor. You can set up an ad hoc bid factor by modifying an existing bid factor.

Options to update bid factors.

  • Update an existing bid factor
  • Delete an existing bid factor
  • Add a new bid factor from an existing list.

This guide provides steps to update and create ad hoc bid factors at both the header and line levels. For the complete steps to create an event, refer to the SWIFT Reference Guides. https://mn.gov/mmb/accounting/swift/training-support/reference-guides/

Steps to Update an Existing Bid Factor
  1. Access the Event in the Event Workbench.
  • Navigation: Sourcing, Maintain Events, Event Workbench.
  • Search for the event. On the Search Results, click on the Event ID.
  1. Update the Existing Bid Factor at the Header Level (as needed).
  • On the Step 1: Define Event Basics section, click on the Event Bid Factors link.

Option A. Update an existing bid factor

  • Select the bid factor you wish to update.
  • Update it as needed.
  • Select other options as desired (e.g., Display Bid Factor, Bid Factor Response Required, etc.).
  • Continue to process the event.

This example shows updating the language on an existing question and adding a checkbox.

Option B. Delete an existing bid factor

  • To Delete Individual Bid Factors:

If you wish to delete individual bid factors, click the Selection for Deletion box next to the bid factor(s). Scroll to the bottom right of the page. Click the Delete Selected Records button.

  • To Delete All Bid Factors:

If you wish to delete all the bid factors, scroll to the bottom right of the page. Click the Select All icon (box with 3 lines). Click the Delete Selected Records button.

Continue to process the event.

Option C. Add a new bid factor from an existing list.

  • Scroll to the top of the page. Click the plus “+” button on the right side. Add a new line.
  • On the Bid Factor box, click on the looking glass icon. Scroll down until you find the bid factor to add. For example, add insurance requirements bid factor (PT_EXT_4006).
  • SWIFT adds the bid factor. Review the defaults. Update them as needed.
  • To add another bid factor, click the plus button on the right side of the bid factors. Add a new line. On the Bid Factor box, scroll down until you find bid factor you need to add. Review the defaults.
  • Continue to process the event.
  1. Update an Existing Bid Factor at the Line Level (as needed).

On the Step 2: Configure Line Items section, click the Line Items link.

  • On the Advanced Definition tab, click the Bid Factors link.

SWIFT displays the Line Bid Factors page. The options to update line bid factors are the same as updating header bid factors. You can update an existing bid factor, delete an existing bid factor or add a new bid factor from the existing list.

  • Update any line bid factors as needed.
  • Click the Return to Event Overview link.
  • Continue to process the event as needed.

Line Bid Factors page highlighted

Steps to Create a New Ad Hoc Bid Factor
  1. Access the Event in the Event Workbench.
  • Navigation: Sourcing, Maintain Events, Event Workbench.
  • Search for the event. On the Search Results, click on the Event ID.
  1. Create a New Ad Hoc Bid Factor at the Header Level (as needed).
  • Click on Event Header Bid Factors to create a new ad hoc bid factor.
  • On the Event Bid Factors page, click the Add a New Row icon (i.e., plus sign) on the first bid factor. If you have not completed the line items yet, the first bid factor will be blank.

SWIFT displays an open bid factor.

  • Name the bid factor in Bid Factor field. The name is used internally only and will not be displayed to responders. This new ad hoc bid factor will not be available for future event. The name cannot have any spaces.
  • On the Type field, select appropriate option for the bid factor. This example shows an “Attachment” Type, which requires the bidder to attach a document on their bid.
  • Review the text boxes. Check the boxes that fit the event. This example shows a “Bid Factor Response Required”.

NOTE: The example above shows an ad hoc bid factor that requires the bidder to attach a required insurance document. SWIFT will not allow any bidders to complete their bid without this attachment.

  • After you have entered the required fields, click the Save Event Changes button.
  • Then, click the Return to Event Overview link. SWIFT displays the Create an Event page.
  • Continue to process the event as needed.

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