Editing a Bid

Below the Bid Dashboard there are 5 tabs that contain the bid version specific details as well as select options for export.

  • Estimate - The list of line items to be included in the bid.

  • Comments - A workspace to add an overall note or comment for the bid.

  • Statement - A workspace to add a statement of work for the bid.

  • Assumptions - A workspace to add general assumptions to the bid.

  • Terms - The terms and conditions of the bid, selectable from a dropdown as well as editable in place.

  • Export - Settings to determine what aspects of a bid are exported to PDF, Excel, or an ABID template.

_images/nim5_bid_estimate_tabs.png

Default values for the above sections can be defined in the Admin > Bidding section of NIM.

Please refer to the Bidding section of the documentation for configuring bid defaults.

Estimate

The bid estimate is the area that will encompass all of the financial calculations to determine the bid total.

Estimates are comprised of two types of line items.

  • Bid Items - Bid items are line items that are actualized against timecards.

  • Expense Items - Expense items are actualized against the sum total of receipts in each jobs expense category.

_images/nim5_bid_estimate.png

At the left of the Estimate there are two dropdowns. The first is a list of all bid and expense items available. The second is a list of preset bid item templates. Bid item templates consist of groups of bid line items that are defined in the administrative section of NIM. By selected a template, associated bid line items will be automatically added to the bid form.

At the right of the Estimate there are several display options. These include:

  • Show Item Numbers - Select this checkbox to show line item numbers

  • Show Item Priorities - Select this checkbox to show line item priority values. Use these numbers to custom sort the line items within a bid.

  • Grouping Options - Use this dropdown to select grouping options for the estimate. The options are:

    • Group By Number - Items will be grouped and subtotaled by their item number

    • Group By Category - Items will be grouped and subtotaled by their Category defined in the Admin section of NIM

    • None - No item grouping

To sort items in a bid estimate click the column title of the desired section to use as the sort order. Select the Show Item Priorities checkbox and select the Priority column title to order items by their priority settings.

Bid By Asset & Shot

Using the Group By Number option, users can organize their bid items into any number of subtotaled groups. This provides a convenient method to organize bid items by assets and shots or any level of production desired.

To facilitate this bidding process create a bid template with bid items that have default item numbers for fast grouping upon import.

Select the checkbox to the left of the group header to select all items in the group to quickly rename all items in the group to the appropriate asset or shot name.

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Bid Line Items

Each line items contains pertinent information to the total cost of the bid. These items are:

  • Item Number - This value is a user defined field to correlate this bid item with an external value such as a corresponding spreadsheet line item number or a specific asset name.

Note

Check the Show Item Numbers box to reveal the Item Number column.

_images/nim5_bid_item_numbers.png
  • Priority - A priority value used for custom sorting of items. To use select the Show Item Priorities checkbox and select the Priority column title to order items by their priority settings.

_images/nim5_bid_estimate_priority.png

Note

When exporting a PDF, the generated file will respect the grouping and sorting of bid items.

  • Item Name - The internal name of the line item and is not editable from the bid.

    • This name is appended with the type of line item.

  • Display Name - This is the name that will appear on the final bid and is editable within the form.

    • The default value is taken from the bid items settings in the administrative section of NIM.

  • Quantity - The total quantity of units for this line item.

  • Units - The type of units for this line item.

    • This value affects how the line item is actualized.

    • The default value is taken from the bid items settings in the administrative section of NIM.

  • Third Party Costs - This is a flag that allows these values to be broken out as a separate total.

    • The total of all 3rd party costs is displayed in the lower right summation of the bid.

  • Included In Overall Discount - This checkbox determines whether or not a particular line item is discounted when an Overall Discount is applied.

  • Hardcost - This is the hard cost per unit for the line item.

    • The default value is taken from the bid items settings in the administrative section of NIM.

  • Markup - This is an individual line item markup applied to the rate.

    • Adjusting this value will modify the Adjusted Rate and Cost accordingly.

  • Discount - This is an individual line item discount applied to the rate.

    • Adjusting this value will modify the Adjusted Rate and Cost accordingly.

  • Adjusted Rate - The adjusted line item rate as defined by the rate factored against the markup and discount.

    • Adjusting this value will modify the Markup or Discount accordingly.

  • Cost - The total cost of the line item by factoring the Adjusted Rate by the number of units.

Enter the total quantity per line item, then click the red Save button in the top right of the bid dashboard. Clicking this button saves all changes made to the current bid version. A Saved! confirmation will appear next to the SAVE button and the button will turn blue when all changes to the bid have been successfully saved.

_images/nim5_bid_toolbar_save.png

Note

Quantities for all bid items default to 0. Any item left with a quantity of 0 when the bid is saved will be removed from the bid.

You can modify each line item as needed. If a category has been adjusted that contains undo button, you can simply click the undo button in the individual field and it will return to it’s default value.

_images/nim5_bid_undo.png

Multiple bid line items can be modified at once by selecting the checkbox to the left of the bid line items. Entire groups can be selected by checking the box at the top left of the group, and all items in a bid can be selected or deselected by clicking the Select/Deselect all bid items checkbox.

_images/nim5_bid_multi_select_line_items.png

Bid line items may be duplicated by selecting the checkbox to the left of the each line item, or at the top of the bid item group to duplicate the entire group, and then clicking the Duplicate Items button.

_images/nim5_bid_duplicate_items.png

Summation

In the lower right corner of the bid is the bid summation including:

_images/nim_bid_estimate_sum.png
  • Internal Costs - The sum total of all costs that are NOT 3rd party costs.

  • 3rd Party Costs - The sum total of all 3rd party costs.

  • Total Before Discount - The sum total of all line items costs before applying an overall discount.

  • Overall Markup - In addition to individual line item markup, you can apply an overall markup.

    • Only items with the Included In Overall Markup/Discount checkbox marked will be discounted.

  • Overall Discount - In addition to individual line item discounts, you can apply an overall discount.

    • Only items with the Included In Overall Markup/Discount checkbox marked will be discounted.

  • Set Total Manually - If this checkbox is selected an entry field will be displayed allowing you to enter a fixed grand total. A corresponding overall markup or discount will be calculated and applied based on the value entered.

_images/nim_bid_estimate_sum_manual.png
  • Grand Total - The final bid total including all discounts. This value is also reflected in the Bid Dashboard as the Estimated Total.

Tax

If you require additional tax to be added to a bid, this can be turned on in the Admin/Bidding - Options tab. You can also provide a custom label for the tax field and a default tax amount in this admin section. In this example, tax is labeled as VAT. The default tax amount can be changed on individual bids, and the tax label is highlighted orange on a bid when the tax amount is different than the default.

_images/nim_bid_estimate_sum_vat.png

Comments

The comments section provides a place to enter a top level note or comment to appear before all items in the Bid PDF.

_images/nim5_bid_comments.png

When a new bid is created a default Comment is loaded from the administrative section of NIM. Using standard formatting tools you can modify the text to fit the project needs. Any changes will be saved after clicking the red SAVE button nim_bid_toolbar_save in the bid toolbar. A Saved! confirmation will appear and the button will turn blue when all changes to the bid have been successfully saved.

Statement of Work

A statement of work (SOW) defines the agreed upon scope of the project, setting timetables, expectations, deliverables, and specifications not to be exceeded by the bid. This is the guideline defining the general boundaries of the contract.

_images/nim5_bid_statement.png

When a new bid is created a default SOW is loaded from the administrative section of NIM. Using standard formatting tools you can modify the text to fit the project needs. Any changes will be saved after clicking the red SAVE button nim_bid_toolbar_save in the bid toolbar. A Saved! confirmation will appear and the button will turn blue when all changes to the bid have been successfully saved.

Assumptions

This area defines the general assumptions made by the studio to be reflected in the bid. The default value defined in the administrative section of NIM is populated when a new bid is created. The assumptions may be edited once populated in the text editor and any changed will be saved after clicking the red SAVE button in the bid toolbar.

_images/nim5_bid_assumptions.png

Terms

This field supported the addition of payment terms and contract conditions for individual bids. The terms of the bid can be selected from a dropdown at the top right of the Terms tab. Multiple terms may be pre-defined to support any type of production. The list of terms is defined in the administrative section of NIM. The terms may be edited once populated in the text editor and any changed will be saved after clicking the red SAVE button in the bid toolbar.

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Awarding A Bid

When a bid is submitted for approval, change the status drop down to Submitted and save the bid. The selected version will have an indicator in orange marking that version as Submitted.

_images/nim5_bid_status_submitted.png

When a bid is awarded, change the status drop down to Awarded. Enter the award date, and the P.O. number and save the bid. There is an indicator marking the awarded bid version in green.

_images/nim5_bid_status_awarded.png

In the bid list, items that have submitted or awarded versions are indicated with the corresponding color.

When calculating actualizations, the sum of all awarded bids per job are used to determine the total income.

Note

You can have multiple submitted or awarded bids per job, but only a single submitted or awarded bid within a set of bid versions.