Bid Team Assistant

JOB DESCRIPTION

Bid Team Assistant

POSITION SUMMARY

The Bid Team Assistant is responsible for the accurate and timely preparation of equipment bids

for commercial HVAC projects. This role works closely with the Bid Team to gather necessary

information, interface with vendor quotes, and produce complete bids using Mincron and

Salesforce platforms. The Bid Team Assistant ensures all bids are compliant with company

standards, properly documented, and delivered to the appropriate individuals upon completion.

KEY RESPONSIBILITIES

1. Bid Preparation & Creation

 Bid Initiation: Receive model numbers and part numbers from the Bid Team Member to

initiate the bid creation process.

 Vendor Quote Management: Locate and reference vendor quotes saved within the Salesforce

case (under Factory Quotes) to source accurate model numbers and pricing.

 Data Entry: Enter equipment model numbers, accessory part numbers, and pricing from

vendor quotes onto the bid.

 Equipment Submittals: Utilize equipment submittals provided by the Bid Team Member to

confirm equipment model numbers and accessory part numbers during bid creation.

 Bid System: Create all bids using Mincron FastPath Bid 1, referencing vendor quotes,

submittals, and vendor price lists as provided in the Salesforce case or by the Bid Team

Member.

2. Mincron Bid Entry Process

Follow the established Mincron workflow for all bid creation:

 Access Mincron FastPath Bid 1 to create and manage bids.

 Apply the General Bid Disclaimer to every bid created without exception.

 To apply the disclaimer: Enter "G" in the Select line → Backspace → Enter "1" in the Statement on

Bids line → Press F10 to save.

3. Freight Considerations

 Freight Review: Evaluate freight charges on every bid by determining the equipment's

shipping origin. Freight chart will be provided.

 Rheem Commercial Minimum: Be aware that the Rheem Commercial freight minimum is

$20,000.00. If the combined cost of equipment and accessories falls below this threshold,

applicable freight charges must be added to the bid.

 TBD Freight: If a vendor quote indicates freight as "TBD" (To Be Determined), include a clearly

visible note on the bid stating: "Freight Not Included."

4. Bid Completion & Salesforce Case Update

 Bid Number Entry: The Salesforce case will be assigned in "In Progress" status. Upon bid

completion, enter the bid number into the Bid Number field within the corresponding

Salesforce case.

 Case Status Update: Update the Salesforce case status to "Bid Pending Creation" after entering

the bid number.

 Case Owner Reassignment: Change the Salesforce case owner back to the Bid Team Member

originally assigned to the case for accuracy verification prior to bid distribution.

 Bid Revision Number: The latest bid revision number must be noted in the corresponding

Salesforce case to ensure all team members are referencing the most current version of the bid.

 Bid Copy: A copy of the completed bid must be saved in the corresponding Salesforce case for

record keeping and reference.

5. Bid Distribution & Documentation

 Supporting Documents: Include all relevant supporting documentation with the bid

submission, such as equipment submittals, specification sheets, and any other applicable

materials.

 Record Keeping: Ensure all bid-related documents (vendor quotes, submittals, price lists) are

properly stored within the corresponding Salesforce case.

VENDOR PRICE LISTS

 Location: Vendor price lists are located under the Project Desk Team folders, within the Pricing

folder.

 Usage: Vendor price lists are to be referenced during bid creation in conjunction with vendor

quotes and equipment submittals to ensure accurate and current pricing.

PRICING HOLD SUBMISSIONS

 Overview: Vendor price hold submissions will be entered on a case by case basis as determined

by the Bid Team Member.

 Submission Method: Pricing hold requests are entered directly through the respective vendor

portals.

 Rheem: Rheem EPR (Enhanced Pricing Requests) are submitted through Rheem iStore/Oracle.

 Mitsubishi: Mitsubishi pricing hold requests are entered through the Mitsubishi Distributor

Portal.

 Pricing Hold Reference Numbers: Pricing hold request numbers (e.g., EPR0002531) must be

noted in the Notes section on the back of the bid in Mincron, as well as recorded in the

corresponding Salesforce case.

TOOLS & SYSTEMS

 Mincron: Primary bid creation platform (FastPath Bid 1).

 Salesforce: Case management system used for storing vendor quotes (Factory Quotes),

submittals, price lists, and bid communication.

 Vendor Price Lists & Submittals: Used in conjunction with vendor quotes to ensure bid

accuracy.

 Rheem iStore/Oracle: Used for submitting Rheem Enhanced Pricing Requests (EPR).

 Mitsubishi Distributor Portal: Used for submitting Mitsubishi pricing hold requests.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

 Proficiency with Mincron (FastPath Bid 1) or ability to learn quickly.

 Experience working within Salesforce or similar CRM/case management platforms.

 Strong attention to detail in data entry and cross-referencing of part numbers and pricing.

 Solid understanding of commercial HVAC equipment, model numbers, and accessory

components.

 Ability to interpret and analyze vendor quotes and equipment submittals.

 Knowledge of freight and shipping considerations for commercial equipment.

 Familiarity with vendor portals such as Rheem iStore/Oracle and Mitsubishi Distributor Portal.

 Strong organizational and time management skills to handle multiple bids simultaneously.

 Effective written communication skills for bid distribution via email.

 Ability to collaborate with Bid Team Members and other stakeholders.

COMPLIANCE & STANDARDS

The Bid Team Assistant is expected to adhere to all company bid standards and procedures,

including the mandatory application of the General Bid Disclaimer on every bid, proper freight

evaluation on all submissions, and timely delivery of complete bid packages to the appropriate

parties through the Salesforce case system.