Bidding System for Xcel Mechanical
Industrial Systems Bid Database
Xcel Mechanical installs commercial heating and cooling units in large facilities in the aerospace, public schools, universities, utility companies, hospiials, etc. Their bidding process is a complex, multi-step process. This industrial project bidding system is a multi-user database installed on Xcel’s computer network (LAN).
The Original System was comrprised of a combination of spreadsheets, PDF files, Word documents and forms filled out by hand and scanned into the computer. Status reports, progress reports and project planning was performed manually using various Excel spreadsheets. There was a significant amount of “double entry” within the system, meaning that the same information needed to be entered multiple times in different programs and documents. Two of the issues that needed to be addressed included duplication and mixup of documents and simplification of the bidding, scheduling and workflow process.
The new system, which was implemented in December of 2008, combined all of the above into a single multi-user database program on Xcel’s computer network. While there are still forms that need to be completed by hand, at the customer location, these forms can be scanned into the computer and access through the bid database’s file managment system.
The following is a partial list of features in the Bid Database:
Job Walk: The Job Walk tab (at the bottom of the screen) documents the information gathered on the initial survey of the job site.
Bid Feedback List: Documents and tracks information gleaned in regards to bids placed by others competing for the same job.
Bid Checklist: A checklist to document the current status of various required documents. “Status” may be Scanned, Downloaded, Printed, etc.
File Management: Upon creating a new bid in the database, a folder is automatically created in the database to old all of the documents associated with that job. The Bid Checklist tab includes a file manager that lists the files and allows the users to open the files through the file manager. The file manager also allows users to open the folder directly by clicking on a button. This minimizes the potential for duplicate and misplaced files.
Vendor Database: A list of all vendors and contractors including the manufactures and products they install and/or provide. Vendors can be selected from the list and added to the Vendors Tab.
Project Managmenent: The bid due date is entered into the database (BID DATE/TIME field on main screen). The number of days required to complete the bid are entered in a field on the Bid Checklist tab. The database creates a Gant Chart report which documents the departements current and future workload. The report is used for the purpose of evaluating and planning projects and workflow.
('
’)
