The Project Details page is the first page that must be completed during the set-up stage by the Project Initiator. It requires the following information:
- the Project Title
- the Type of Purchase (construction, good or services)
- the Division and Department making the purchase
- the Required Issue Date for the RFX document
- the Estimated Contract Value and the Estimated Value of Extension Options
Instructions for completing these categories are set out below.
If your organization has set up custom categories of projects, those will also be shown on this screen and should be selected if applicable.
The fields that are shaded in grey (Bid Number and Procurement Lead) cannot be filled in at this stage. These will be completed later by the Head of Procurement and/or the Procurement Lead.
The project title should be a succinct description of the goods or services being purchased, e.g. “Snow Removal Services”, “Library Construction”, “Lease of Vending Machines”.
It should not include:
- the type of tender
- your organization’s name
“Snow Removal Services”
“Request for Proposals for Snow Removal Services”
“Snow Removal Services for the City of Cranrock”
Type of Purchase
Select the broad category that most closely aligns with your type of purchase. Note that these categories are the categories used in various treaties to set thresholds for open competition requirements and cannot be changed. The category you select here will be the same one you would look at if you were determining which open competition treaty threshold applies to your project.
This information is collected only for your own information for the purposes of metrics, and will not impact the template selection process or any other aspect of project creation.
Division and Department
Select your division and department from the applicable drop-down lists. Please note that the terminology of “division” and “department” reflect’s Orbidder’s nomenclature. Your organization may use different terminology internally. “Division” is the highest level of categorization, with “Departments” falling within the divisions.
If your department is not reflected on this list, contact your organization’s Head of Procurement.
Required Issue Date
The Required Issue Date (also referred to as the “target issue date”) is the date by which you are aiming to distribute or post your solicitation document. This date cannot be changed. It is the metric against which the timeliness of your project will be measured. Always choose a Required Issue Date that is realistic and takes into account the availability of your team members.
Estimated Contract Value (Main Term)
Use this field to enter an estimated value for the contract as a whole, or for the main term of the contract only if your contract involves extension options.
This field is optional, and is designed to allow your organization to gather data on the relationship between estimated and actual contract values. The actual contract value will be entered by the Procurement Lead after contract award.
Estimated Value of Extension Options (if applicable)
Use this field to enter an estimated value for any contract extension options that might be available for your contract. If there are no extension options, leave this field blank.
This field is optional, and is designed to allow your organization to gather data on the relationship between estimated and actual contract values. The actual value of any contract extensions will be entered by the Procurement Lead after contract award.