This video provides an overview of the Bid Calendar, Pending Proposal, and Bid History tabs in the Opportunities Module in Adiona. These features are ideal for proposal staff to coordinate their bid requirements for upcoming projects and manage opportunities once submitted.

The Bid Calendar is an easy way to see what proposal dates are coming up and some basic requirements for those proposals. When an opportunity is marked as Bid in the Qualified Leads page, it moves here. This is a good time to review the proposal requirements such as the bid bond or proposal, and to assign a lead and a bid number. The bars on the right side of each project are color coded to let you know when a bid date is approaching. As your team puts together proposals, each member can update the status of certain requirements, such as whether a bid bond was acquired, or the proposal or price schedule is completed. When projects are marked as Bid, they will stay on the Bid Calendar until their status is changed. If amendments are issued for a project, it is easy to change the date in order to keep the opportunity on the calendar. You can also enter notes about the opportunity at any time in the process to have a record of changes made. When the project status is marked as Submitted, it moves to the Pending Proposal page.

Once submitted, update the dollar amount that your company offered, and this will update in the total count of outstanding offers at the top of the page. The opportunity will remain on this page until an award is made, the project is cancelled, or the solicitation is protested. If an award is made, you can change the status to “Awarded to Us” and this will move the opportunity to the Active Projects page. If you change the status to awarded, add a note in the details which firm received the award, and the opportunity will move to the Bid History. You can also enter the final bid amount once submitted.

All opportunities can be found at any stage in the process in the Bid History page. This includes projects marked as new, bid, no bid, submitted, or any of the other statuses. At the top of this page, you can set parameters to filter opportunities based on response dates and bid status, as well as filtering by set aside and solicitation type.

All members of your project team can collaborats and share information using Adiona.

Superintendents can document daily activity and resolve issues quickly. They can capture project status information, daily reports, and progress photos and share it with other members of the team

Project managers cancoordinate the activities of all members of the team including owners, architects, subcontractors field staff and management.Financial information can be captured from your accounting system and used by the project manager to confirm progress, identify trouble areas, and project the cost to complete of the project..

Subcontractor Compliance

The compliance module allows you to manage subcontractor compliance documents that are either flow-down requirements of the prime contract and/or specific compliance requirements unique to your firm. Such items might include executed subcontracts, insurance certificates, W9, E-Verify, and SF1413 forms. A default list of compliance items is provided as a starting point and will meet the needs of most contractors. You can customize the compliance items as needed to meet your specific requirements.

All compliance information is organized by project and you will need to specify the items that you need to track. You can easily modify the defaults to remove items that you don’t need or add items that are not included in the default list. Each item can be supplied with a default status and can include expiration notifications for items that may expire during the course of the project.

Next, you will need to identify the subcontractors or suppliers that are involved with the project. They must be entered into the Contacts module before they can be added to the Compliance list. When a subcontractor is added, each item is set to the default value you specified during the item setup process. When the initial set up is complete, you can start to manage the compliance items for each sub. The status of each item is indicated by an icon. The meaning of the icon is indicated in the Keys section at the bottom of the screen. Items that expire will change as the expiration date approaches. Email notifications will automatically be sent based on the criteria you specified earlier. Documents can be attached to each item as needed. You can view the document by clicking on the icon while in Preview mode.

Lien Waivers

Lien waiver tracking is a critical administrative and legal function in federal construction contracting. It ensures that payment processes are transparent, that all involved parties are compensated appropriately, and that the federal project remains free from liens or legal disputes.

Adiona's Lien Waiver feature allows you to track subcontractore, their subcontractors and suppliers including invoices and waicers throughout the project life cycle.

Certified Payroll

Certified Payroll is managed in a similar manner. Certified payroll reports submitted to you by your subcontractors are saved for each pay period after they have been verified to follow the wage determination schedule for the project. After the reports are entered you can view them by clicking the icon for the pay period of interest. You can also generate the transmittals you need to send to the contract officer for the project. Transmittal letters are created for each certified payroll report that has been submitted since the last transmittal was generated. Each transmittal letter will list the receiving officer and their contact information, the project information, and a list of each payroll report included. The certified payroll reports are included as attachments.

Job Costing

Job costing is a fundamental financial and project management process for construction companies. It enables detailed tracking of all costs associated with a specific job or project, ensuring accurate budgeting, efficient resource allocation, and profitability analysis.

Most construction accounting systems support job costing and allow you to assign a cost code and cost type to each transaction. The cost codes are used to link the accounting transactions to the project budgets so variences can be identified. Adiona imports the cost information from your accounting system to analyze project costs and profitability.

Cost Analysis

The financial analysis process is typically performed every month and includes the following items:

Original Budget

The original budget is based on the estimate that was used to bid the job. The original budget is static and is used as a baseline to evaluate financial performance as construction progresses.

Budget-to-Date

The oricinal budget is modified with budget amendments to reflect the actual budget for the project. Budget amendmendments can reflect buy-out gains or losses, change orders or other activities that impact project finances. The modified budget is refered to as the "Budget-to-Date" and is usually updated on a monthly basis.

Cost-to-Date

The actual costs for the project are extracted from your accounting system. They cover the costs from inception through the end of the period being analyzed. Current months costs are available to help calculate the remainging cost but are not reflected in the Cost-to-Dats for the period.

Projected Cost to Complete

The actual costs for the project are extracted from your accounting system. They cover the costs from inception through the end of the period being analyzed. Current months costs are available to help calculate the remainging cost but are not reflected in the Cost-to-Dats for the period.

Profit Analysis

Profit is analyzed on a monthly basis. Changes from the previous period provide an indicator of improving or degrading profit performance. Billings tracks amount billed to date and pending billings. Revenue recoginition is calculated along with over/under billings. The revenue recognition is included in the monthly financial statements for the company.