User Guide
How to Set Up and Manage Your Bids
This User’s Guide is applicable for all Apex Bid Programs
This guide is intended to facilitate setting up, displaying and managing your bids.
Support Videos are available for most of the topics described herein.
GETTING STARTED – A FEW BASICS
 These are sealed bid programs. No one can modify or adjust anything submitted by a bidder except for bidder’s
themselves using their password protected ID.
 Prior to the Bid Opening date and time, all information submitted by each bidder is confidential and cannot be viewed
by anyone (including the Apex Bid Program’s Office).
 Bidders cannot modify, adjust or withdraw their bid or supporting documents after the Bid Opening date and time.
When logged in, Users have three tabs available:
 Home Tab – Contains a calendar associated with all solicitations for the User Group
 Solicitations Tab – Contains full record of past and current solicitations for the User Group
 Vendors Tab – Contains searchable vendor database
Solicitation Function Bar – All major functions to set up and manage solicitations are displayed along the top Function Bar.
The Function Bar is visible on every screen within a solicitation.
Bidders’ View – The bidders’ view of the solicitation is quite different than yours. Bidders can access information, ask and
view questions / answers and submit their bids and support information.
Modifying Your Solicitations – You can modify all fields and information related to your solicitations at any time during the
bidding process. Adding documents and addenda, changing the bid due date, adjusting the Bid Forms or sending
communications to all bidders can be done with just a mouse click.
Note – The ability to communicate with all bidders remains intact beyond the Bid Due Date and Time. To make changes to any
screen, click
then
.
Copy & Paste – Copy and paste functionality works throughout the Program, allowing the transfer of information and text
from other documents.
Exporting – Almost all Functions contain an Export icon that will deliver the information to your desktop as an Excel file.
Below is an example from the Bidders tab.
Exports an Excel file directly to your desktop
Multi-Prime Projects – Apex Bid Programs excels at both single and multi-prime projects. Setting up a multi-prime is
described near the end of the Adding A New Solicitation section.
Periodic Solicitations and Re-Bidding – The “Clone” feature described near the end of the Adding A New Solicitation section
is a highly valued feature for periodic / seasonal solicitations and re-bidding.
When you first log in, PennBid Users have three tabs at the top of the screen.
The Home tab contains a Calendar associated with your User Group’s solicitation(s). The calendar contains Bid Due Date,
Question Cutoff Date, Pre-Bid Meeting(s) and any other items that were included as “Events” within your solicitation(s). Each
item on your calendar contains a link to that specific solicitation or event.
VENDORS TAB - SEARCHABLE VENDOR DATABASE
Search by company name or contact
Search by NIGP Categories
SOLICITATIONS TAB
The Solicitations tab is used to:
 Set up a new solicitation
 Manage “Open” solicitations
 Review all previous and future solicitations within your User Group
By default, PennBid will display “Open” solicitations for your User Group. By clicking the dropdown arrow, you can access All,
Open, Pending Award, Awarded, Cancelled, Closed and Future solicitations.
Solicitations can also be located / listed by using the Keyword search or Closing Date Range functions.
Adding a New Solicitation
LET’S GET STARTED
Log-in with your email address and password. If you need an account, please send an email to [email protected].
From the Solicitations tab at the top of the screen, Click “Add” and populate the fields.
At a minimum, populate fields containing *
Note – The Expected Contract Value field is optional but will help potential bidders understand the size and possible bonding
requirements. We recommend that a range is used such as $85,000 - $120,000 as opposed to your exact estimate.
Scroll Down and Click
.
The screen will change and from here forward the top bar will contain the Function Bar control buttons as shown below.
Adding a New Solicitation
SOLICITATION – SETUP SCREEN
Major Control Functions
within the top bar
Very Important – Do not Click “Show” until you are ready to display to potential bidders
Adding a New Solicitation
SOLICITATION – EVENTS SCREEN
Events such as a pre-bid meeting can be added by clicking the Events > Add Events button. This information will be on the
first screen that greets bidders.
Note – Checking the “Mandatory” box highlights this event on the first screen that greets potential bidders.
Note – If “Event Registration” box is checked, potential bidders will indicate who will be participating in the event. This is an
especially helpful feature to enable if you need to know who and how many will be participating (ex. a meeting held in higher
security areas)
Adding a New Solicitation
SOLICITATION – CATEGORY SCREEN
Adding Category Codes related to the products or services that you are seeking enables automatic notification(s) to all or
some of the potential bidders. This is an optional but very powerful function.
Click “Edit” then “+” sign
next to NIGP
Scroll down the list and select the products (top of list) or services (lower half of list) related to your bid by putting a check in
the box(es). When finished, click “Save Selected.”
Adding a New Solicitation
SOLICITATION – DOCUMENTS SCREEN
Adding Your Project Documents
Click on the Apply Folder Template dropdown arrow, select the template and click Apply. Apex Bid Programs utilizes an open
architecture in which you can change folder names, add new folders and add subfolders.
It is recommended that you develop your folder structure before documents are uploaded.
To Add a sub-folder, click on the folder then “New Folder”
You can also rename folders by clicking on folder then “Rename”
Customized Document Folder Structure – If desired, customized document folder template(s) can be developed and ready for
you each time you use the Program. If interested in customized document folders, please contact our office at
[email protected].
Uploading (Adding) Your Documents
There are two ways to add your documents:
 Using the Add Files button
 Drag and Drop
Method 1 – Using the Add Files Button
Select the folder and click Upload Files. The “Add Files” button will appear as seen below. Use the Add Files button and
select the documents to be uploaded. When finished, click the Upload button.
Important Note – If the Add Files button did not appear, check to see if there is a pop up asking to install Active X controls. If
so, allow the program to be installed.
Method 2 – Drag and Drop
Select the folder and click Upload Files. Open the Documents window on your computer.
Drag and drop files or folders into this window
Select the desired documents and/or folders and
drag and drop into the Program files window.
NOTE – If a folder is selected, all files within the
folder will be copied.
Once the desired files have been added, click Upload
Important Note – Folder names are not displayed to
potential bidders until the folder contains at least one
document file.
Viewing Uploaded Documents - To view a document, just
click on it.
Removing Documents – To remove documents, put a check
in the box next to the documents name and click Delete
Selected Files.
Adding a New Solicitation
SOLICITATION – QUESTIONS SCREEN
Enabling the questions tab will permit the potential bidders to submit questions electronically through the system. When a
question is asked, two things happen:
1. The question is recorded and is kept as part of the overall solicitation Log.
2. The question is automatically sent via email to the posting agency or contact.
A document about Answering Questions is available on PennBid for your reference.
To Enable Questions, click the Questions tab (top blue bar) > Edit, and populate fields as shown below.
Once complete, click Update.
Bidders are permitted to ask questions until the
Question Cutoff Date and Time.
SOLICITATION – BIDDERS SCREEN
Adding a New Solicitation
The Bidders tab has several optional and helpful features.
Click Bidders then Edit. Select which features you would like turned on and click Update.
Bidders List Options
 Displaying Bidders List displays the Bidders / Planholders list publically.
 Role Selection – When enabled, the system will ask potential bidders what their role is for this bid – Prime Contractor,
Sub Contractor, Vendor or Other.
 Intent to Bid – When enabled, the system will ask potential bidders if they intend to bid. If they choose to answer, they
can select “Will Bid,” “No Bid” or “Undecided.”
Important Note – Intent to Bid is NOT displayed publically. Only the posting agency or contact can see the responses.
Important Note – Potential Bidders Do Not have to answer the Role Selection or Intent to Bid Questions. Whether they
answer or not does not affect their ability to bid.
By Invitation Only – If you do not want the bid to be public and desire only bidders you invite to see your solicitation / bid on
your project, the Invitation Type can be changed to “Private – By Invitation Only.”
SOLICITATION – BIDS SCREEN
Adding a New Solicitation
The Bids tab is used to allow bidders to submit their proposals, bids prices and support documents securely online.
Before reviewing the mechanics, let’s go over a few basics. For most bids, there are three components:
1. The actual bid pricing or proposal document
2. Questions or statements (RFIs) bidders must acknowledge or respond to prior to submitting their bid
3. Support Documents to be submitted with Bid – Bid bonds, non-collusion affidavits, ect.
Types of Bids
 Document Only – These are proposals, mostly used for professional contracts
 Lump Sum – Just one price that provides the products or services outlined in the specifications
 Line Item – By far the most common. Line item bids present individual items that must be bid on (called Schedule of
Values). Bidders provide the unit cost and PennBid will automatically calculate the extended line item price and total
base bid.
Important Note – From the Bidders perspective, everything associated with submitting their bid – Supporting
Documents, line items, and RFIs - is presented on one screen.
Step 1: Enabling Online Bidding
Follow these steps if you would like to enable an online solicitation response for your bidders (vendors).
1. After creating a solicitation, click on the Bids tab
2. On the small Setup screen, click the Edit button
3. Select Yes from the Enable Online Vendor Response drop-down menu
4. Select desired RFI and/or Pricing response from the Response Options drop-down menu
5. Click the Update button
NOTE: Depending upon your Response Option, corresponding tabs will appear
Step 2: Setup RFI Response
Follow these steps if you have selected RFI or RFI + Pricing from the Response Options drop-down on the Setup tab.
1. Click on the RFI Form tab
2. Click the Edit button in the RFI Documents section to allow up to five document/proposal uploads
NOTE: You can also type optional labels and designate whether the document upload is required in order for a vendor
to submit a bid
3. In the RFI Form section, type the Question Number, Category (Optional) and Question
4. Click the Insert button and repeat until all question have been posted
NOTE: You can also upload a RFI Form template to save time.
Step 3: Setup Pricing Response
Follow these steps if you have selected either Pricing or RFI + Pricing from the Response Options drop-down on the Setup tab
1. Click on the Pricing Form tab
2. Click on the Edit button for the Pricing Response Option field
3. Select desired Pricing Response from the drop-down menu:
a. None
b. Lump Sum
c. Line Items
4. Click the Update button
5. Click the Edit button in the Pricing Documents section to allow up to five document uploads.
NOTE: You can also type optional labels and designate whether the document upload is required in order for a vendor
to submit a bid.
PRICING RESPONSES
Option 1: Document
Leave the Pricing Response Options set to None and enable up to five documents.
Option 2: Lump Sum
Select Lump Sum from Pricing Response Options and enable up to five support documents.
Option 3: Line Item
Select Line Items from Pricing Response Options and either insert one line at a time or upload your pricing form template.
Step 4: Sealing and Unlocking RFI and Pricing forms
When you have sealed bidding enabled for your organization, you have the ability to manually unlock RFI and Pricing
Information independently. The user ID, date, and time of the individual who sealed and unlocked each section is included in
the message on the top of the page.
To seal a solicitation, the steps remain the same. When ready, click the Seal This Bid button on the Setup tab.
To unlock a solicitation once the Bids Due Date / Time has passed, two unlock buttons appear on the Setup tab: Unlock RFI
and Unlock Pricing.
Step 5: Viewing Bids
You can click on the Bids tab to view a list of bidders. If the bid is sealed, you will not see the View link to open individual bids,
nor the RFI Responses or Pricing Responses sections until either RFI or Pricing is unlocked.
Example Below:
RFI and Line Item solicitation with documents
Here is a screenshot of the Pricing Tabulation.
Step 6: Award
Option #1: Lump Sum Bids
1.
2.
3.
4.
5.
Click on the Award tab
Click on the Edit Award button
Type an Award Date
Type an Award Total and/or Award Comment
Click the Save Awards button
Option #2: Line Item Bids
For line item solicitations the award process has been streamlined by replacing the Analysis tab with the View Award Scenario
link. In addition, you can now type your award date when you select your award scenario.
1. Click on the Award tab
2. Click on the View Award Scenario link
3. Select desired Award Option
a. Award to Single Vendor (Lowest total price for all items from a single vendor that bid all items)
b. Split Award to Multiple Vendors (Award each item to vendor providing lowest non-zero price)
c. Award All Items to Selected Vendor (Select Bidder)
d. Manually Select Awards (Used primarily for projects that contain Add/Deduct items)
4. Click the Apply button
5. Type the Award Date at the bottom of resulting Award Scenario and click the Save Award button
BID FORMS FROM VENDORS’ POINT OF VIEW
RFI + Line Item with Documents Bid Form
LUMP SUM WITH DOCUMENT BID FORM
Going Live!!!
Adding a New Solicitation
Now that your solicitation is ready, just click Show from any screen to display to potential Bidders.
CLONING BIDS
Adding a New Solicitation
“Cloning” is a time saving feature for multi-prime projects and recurring or seasonal solicitations.
Option #1: Multi-Prime Solicitations
There are several ways to set up a multi-prime project. Below is the method most frequently used.
Step 1 – Set up a single solicitation
Step 2 – Click on the Solicitations tab at the top of the screen
Step 3 – Cloning - Click the “Clone” button next to the solicitation name
Step 4 – Select Clone features and click Clone Solicitation
A “New” solicitation is produced, including the documents and bid options selected.
Step 5 – Adjust solicitation titles (Click Edit from Setup tab) and upload the bid forms for each prime (Bids tab)
Step 6 – Check Solicitations screen to review both solicitations
Option #2: Recurring/Periodic Solicitation and Re-Bids
Use the steps described above (starting with step 2) to “Clone” previous solicitations. Make any minor adjustments (due date,
question cut off, documents, ect.) and you are ready to display to potential bidders.
ANSWERING BIDDERS QUESTIONS
When Bidders ask questions, two things happen:
1. The Program records the question within your solicitation
2. The question is emailed to the posting Agency or User
When you click the Questions tab from the Feature Bar, scrolling down will reveal all questions. From the posting Users
perspective, you can also see who asked the question(s).
Note – From the Bidders’ perspective, the name of the company who asked the question is NOT displayed publically.
To respond to a question, click Edit.
Answer the question within the box provided and make selections for “All View” and “Email Answer” (see note below)

All View – Will publically display the Question and Answer for all Bidders. We recommend this box is always checked for public solicitations.

Email Answer – The Program will email the question and answer to the company who asked the question (recommended) or to your entire
Bidders List (not recommended).
Click Update on left side of screen.
BIDDER’S TAB
The Bidders tab is used to manage your bidders list and for communicating with your potential bidders.
The Bidders List is auto-populating, meaning that there is no interaction required between the posting User and the potential
bidders to have them included on the list. Bidders who have enough interest in your solicitation to have either downloaded
documents or asked questions are automatically added to the list.
To review the list, click Bidders from the top blue bar and scroll down.
On the right side of the Bidders List you will see several letters, each corresponding to actions taken by this particular bidder.
“D” – They have downloaded your documents
“Q” – They have asked a question
“B” – They have submitted a bid
Note: Clicking on a company’s name will provide details about that company
COMMUNICATING WITH BIDDERS
Communicating with potential bidders is very easy and fast. This feature is especially valuable when Issuing Addenda.
From the Bidders tab (top bar), scroll down. You will see several radio buttons for your desired action.
Notify Selected – Place a check in the box next to each bidder you would like to send a message to and click Notify Selected.
Notify All – By far the most common. When issuing Addenda or a General Message, just click Notify All.
Notify By Category – Used as an Invitation to Bid and will send your message to all potential bidders for selected Categories.
Example of Issuing Addenda - Click Notify All. The box below will appear.
Your message will be sent to all Bidders and you will receive a copy of your sent message via email.
MANAGING YOUR SOLICITATION – UNLOCKING BIDS
Once the solicitation due date/time closes, you have the ability to view the documents, acknowledgements and pricing that
bidders submitted.
To view this information, “View” your project (no longer in “Open” status) then click the Bids tab on the function bar. After
unlocking the RFIs and Pricing you have several options for viewing, exporting and displaying submitted bids.
Click “Unlock RFI” to view Bidders’ acknowledgements, Proposal Documents and RFI Support Documents. Click
“Unlock Pricing” to view Lump Sum bids, Line Item Bids (Base, Alternate, Deduct) and Pricing Support Documents.
Note: The date, time and User who unlocked the RFIs and Pricing is recorded and displayed above the Setup tab.
MANAGING YOUR SOLICITATION – VIEWING RFI RESPONSES AND PRICING RESPONSES
To view RFI Responses and Pricing Responses, click the small “Bids” tab. The list of Bidders and the bid status will also be
displayed at the bottom.
RFI Documents – RFI Support Documents uploaded with the bid (Most often Proposals)
RFI Tabulation – Bidders’ answers to the required acknowledgements pertaining to the bid
Pricing Documents – Pricing Support Documents uploaded with the bid (Bid Bond, Non-Collusion Affidavit, etc.)
Pricing Tabulation – Bid Tabulation, including Company Name, Base bids, Alternates, Extended Line Item Pricing
Clicking “View” will show the entire submitted bid for that company, including who submitted the bid (date/time), the company name, bid status, RFI
Documents/Responses, and Pricing Documents/Responses
Clicking the Company name beside “View” will provide details about that vendor (Address, phone number, contacts, etc.)
PRICING RESPONSES
Pricing Documents
The Pricing Documents shows the uploaded attachment(s) for each company. You can view the attachment(s) submitted by
each bidder.
Pricing Tabulation
Clicking “Pricing Tabulation” will provide the Base Bid Totals by Vendor and Bid Items.
Base Bid submitted by each company
Data can be sorted by any underlined field
“Bid Items” shows the line items and
price(s) submitted by each company
The lowest submitted line item
price is highlighted in green
All Line Items
Click “All Line Items” (Bids  Pricing Tabulation  All Line Items).
Clicking “All Line Items” will provide the Extended Line Item Prices. Every line item, company, submitted price and extended
price are included.
Submitted bid price
Extended line item price
AWARDING SOLICITATIONS
When a project has been awarded, the solicitation can be updated in PennBid. The status of your solicitation will change from
“Pending Award” to “Awarded.”
Follow the steps to award a project:
1. Click Bids (Top Blue Bar)
2. Click the small Award tab
3. Click View Award Scenario
4. Select applicable Award Option and click Apply.
a. Award to Single Vendor – Awarding the bidder with the lowest submitted contract value (base bid only)
b. Split Award to Multiple Vendors – Splitting the award between multiple bidders
c. Award All Items to Selected Vendors – Awarding to a bidder that did not submit the lowest contract value
(Click drop-down and select awarded bidder)
d. Manually Select Award – Awarding a project with add/deduct line items
5. Add Award Date and click Save Award
6. Awarded values and quantities can be modified by clicking Edit Awards
Your solicitation has been awarded and contains the company awarded, the award total and award date.
CANCELLING SOLICITATIONS / REJECTING BIDS
When a project will not be awarded (bids rejected, pricing exceeded budget, etc.) you can update the status from “Pending
Award” to “Cancelled.”
Follow the steps to cancel a project:
1. Click Setup (Top Blue Bar) and Edit
2. Use the Status Override drop down menu to select Cancelled and then click Update
Note: Once the project status changed to “Cancelled” you have the ability to notify the bidders and/or add a comment
regarding the award status for the bidders to view.
To notify the bidders, simply click Bidders on the top blue bar, scroll down and either manually select the bidders who
submitted a bid on your project or Notify All.
To add an award comment, click Bids on the top blue bar, Display Results on the small toolbar and Edit. Add your comment
and Update.