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Adding Pay Items (Bid Tabs) to your Prime Contract
Adding Pay Items (Bid Tabs) to your Prime Contract

General Information About How Bid Tabs Work in the System

Updated over a week ago

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In order to track Pay Item Quantities from the Daily Construction Report in Pegasus, you'll need to get familiar with setting up your projects with a Prime Contract and using the Prime Contract Bid Tab from the Project Settings page.

What is a Bid Tabulation?

Bid tabulations show the amount bid by each bidder for every pay item in a contract. Big tabs usually contain line item information such as: Reference #, Specification #, Item Description, Quantity, Unit Price, Unit of Measure, and Total Price.

In Pegasus, you'll want to make sure you are loading the awarded Prime Contract bid tab.

How are Bid Tabs loaded into Pegasus?

Once a Prime Contract record is created for your project you can open the record to find the Bid Tab section. Select the Manage Bid Items button to toggle an Excel-like spread sheet formatted specifically for setting up your project's bid tab.

Bid Tabs can be hand typed, copy & pasted, or imported into the spreadsheet. They can also be hand-modified once imported or copied into the system as long as the Prime Contract is not Approved.

How/Where is the Bid Tab Used in Pegasus?

The Bid Tab is the foundation for the majority of the pages available in your Pegasus project:

  • My Projects page: The total contract amount will be displayed on each project's thumbnail on the My Projects page

  • Dashboard & Header Information: Will display the bid tab total amount or Original Contract Total and the Adjusted Contract Total.

  • Field Reports, Daily Construction Report: Users will see the bid tab under the Pay Items section of the Daily Construction Report to input quantities when necessary.

  • Change Orders: Where you can modify existing bid items or add items to the original bid tab

  • Payments: Specified Date Range pay periods where quantities inputted for that period are calculated against the total bid tab amount.

  • Analytics: Under the Contract tab, provides graphical and analytical item breakdowns including Remaining funds, installed to date, amount invoiced to date, item overages, etc.

Basic Rules & Workflow

After loading the bid tab into Pegasus and formatting has been finished, you can Save your bid tab as is. At this point, your bid tab should now appear in the Bid Tab grid. All items and their total dollar amount are totaled and presented as the Original Contract Amount displayed for your project's Prime Contract in Pegasus.

It is important to remember that once a Prime Contract is Approved, a bid tab cannot be modified. It is a best practice to leave the Prime Contract in Draft status until you are certain that all information is correct and there no changes remaining.

NOTE: If a Prime Contract is in Draft status, Pay Items will NOT be available to report against from the Daily Construction Report. You will need to Approve the Prime Contract to begin reporting and tracking contract payments.

How to Copy & Paste Bid Items to the Prime Contract

Learn how to quickly copy & paste bid tabs from Excel or Sheets into Pegasus. We'll be using a sample Excel Bid Tab (see the below image):

Using a sample bid tab in Excel, select all cells and copy (Ctrl+C or Cmd+c).

Navigate to Project Settings in Pegasus, under the Bid Tab section select the Manage Bid Items button.

Select cell 1A in the Pegasus spreadsheet and paste your items (Ctrl+v or Cmd+v). Adjust the column headers as needed using the column drop downs at the top of the spreadsheet to match columns.

Select the Save Bid Items button to save your bid tab.

Your bid tab should now appear in the bid tab grid and the total contract amount will be displayed in the details of your Prime Contract.

Import a Bid Tab into your Prime Contract

Select the Import Bid Tab button, select the Excel file from your device's file browser.

Your imported spreadsheet will now display in the embedded spreadsheet in Pegasus. Use the Remove Top Rows button to remove unnecessary rows, this will also shift rows upward.

After selecting Remove Top Rows button, notice Row 1 has been removed and Row 2 has shifted upward to Row 1 in the image above. You can select this button multiple times to remove multiple rows from the top of the spreadsheet.

NOTE: Below is a list of required item information in order for the spreadsheet to successfully save:

  • Reference Number

  • Item Description

  • Unit of Measure (UOM)

  • Quantity

  • Unit Price

You can modify rows and columns in the Pegasus spreadsheet, by selecting all and right clicking to delete, copy, and paste.

Use the column drop down menus to correctly format each column to easily change and appropriate the correct columns with their respective information.

Once you have updated the spreadsheet and matched columns with the correct information. Select the Save Bid Items button.

Your Bid Tab should now be displayed in the grid. You can modify or make changes to this bid tab in the spreadsheet view by selecting the Manage Bid Items button again. If you are ready to move select the the Lock Bid Tab button.

NOTE: Locking the Bid Tab restricts you from further modification and is automatically totaled as the Original Contract Amount for your project. Any changes that need to be made to this bid tab/contract AFTER locking will need to be done so from the Change Orders page.

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