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The Lettings list is where all of your agency's lettings are displayed and managed. From the Lettings list, you can:
- View and browse lettings and proposals, both upcoming and ended
- Create a new letting
- Edit or remove an existing letting
- Upload attachments
- Post an alert message
- Import bid forms or data
- Open bids on a closed letting
Click to expand the following sections and learn more about the agency Lettings page.
View lettings
Lettings are grouped into three panels or sections: Upcoming, Recently ended, and Archive.
When you navigate to the Lettings page, you'll see all Upcoming (active) lettings displayed first on the page. You can see the letting date, ID, number of proposals, and district (if included). Actions available from the upcoming lettings panel include creating a new letting, editing existing lettings, and an expandable action menu for importing files, managing attachments, issuing alert messages, and another route to editing the letting.
Agency users can also see any lettings that have been hidden. These lettings will display a Hidden tag. Use the toggle at the top of the page to switch between agency and contractor views, and you will see that the hidden lettings are not displayed to contractors.
Next you will find the panel of Recently ended lettings, those that have closed within the previous 90 days. The same information is displayed here as in the Upcoming section, with the added flag for delayed openings.
From this panel, actions include a shortcut to the bid opening page and an expandable action menu for importing files, managing attachments, and issuing alert messages.
Finally you will see the Archive section, where ended lettings older than 90 days can be found. Use the Select year drop-down menu to choose a year and view all lettings from that year. From the Archive panel, you must click into a letting to view and manage its proposals, including bid downloads and bid reports.
Create, edit, and remove lettings
New lettings can be created from a button in the Upcoming panel of the Lettings page.
To create a new letting:
- Click + Create letting from the Upcoming panel of the Lettings page. A Create letting sidebar will expand.
- Enter the following required information into the appropriate fields:
- Letting ending date and time
- Opening date and time (select the Match letting checkbox to make it the same as the ending date and time)
- A unique letting ID
- Optionally, enter the following information into the appropriate fields:
- District
- Description
- Select the Visible checkbox to make the letting visible to contractors when saved. Clear the checkbox if you want to keep the letting hidden for now
- Click Schedule if you want to select a date and time for the letting to become visible to contractors.
- When you are finished, click Save.
Once your letting is saved, you will see a confirmation screen with options to Edit the letting or Create another. If you're finished, click Done.
You will now see your letting displayed in the Upcoming section of the Lettings page. If you selected any of the optional settings, you will see the following icons next to the letting date:
-
Hidden | If you cleared the Visible checkbox, your letting will display the Hidden flag.
-
Scheduled | If you selected Schedule and chose a date and time for your letting to become visible, you will see the Scheduled icon.
-
Delayed opening | If you cleared the Match checkbox and selected a bid opening date and time that's different from the letting's end time, you will see the Delayed opening icon.
To add proposals to this letting, see the following section.
To add proposals to a letting:
- From the Lettings page, expand the actions menu on a letting and click Import. A pop-up menu gives you the option to import bid forms or bid data.
- Select Bid form. You will be taken to the Upload AASHTOWare Project Bid Files page.
- Click Choose File to open your computer's file browser.
- Select the EBSX file to upload and click Open.
- Click Upload.
A confirmation message will display if the upload was successful, and an error message will display if the file was not successfully imported.
To delete a proposal, click on the letting date to view the list of proposals. Find the proposal you want to remove and click Delete.
You can edit letting details directly from the Lettings page. Find the letting you want to edit and click on either:
- Pencil icon
- Actions menu > Edit
Either action will expand the Edit letting sidebar, where you can change the letting's date, description, and visibility. You cannot edit the letting's ID.
To remove a letting:
- Go to the Lettings page.
- Find the letting you want to remove and click to expand the actions menu.
- Click Remove. A confirmation pop-up modal will display.
- Enter the letting ID to confirm removal.
- Click Remove letting to permanently delete the letting and all of its proposals, attachments, and any previously submitted bids. This action cannot be undone.
Bid opening
When a letting has ended, it will move to the Recently ended section of the Lettings page. Next to the actions menu, you will see a new icon displayed: the bid opening action. Click on this icon to be taken to the Open Bids page to conduct your bid opening process.