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Award a Winning Bid and Convert it into a Commitment

Objective

To select the winning bid and convert it into a new commitment that you can email to the subcontractor who was awarded the scope of work.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on your project's Bidding and Commitments tool
  • Additional Information:
    • The Bid Sheet needs to be past the due date and time in order for you to award a contract.
    • You need to have at least one bid submitted from an invited subcontractor/vendor in order to award a contract.
    • The Commitments tool needs to be turned on enabled in order to convert winning bids.
  • If your company has enabled the ERP Integrations tool:
    • The Convert to Contract button is supported with Dexter + Chaney Spectrum and QuickBooks. It is NOT supported with Sage 300 CRE.

Steps

  1. Navigate to the project's Bidding tool.
  2. Click the grey View button next to the bid package that  you would like to award a winning bid.
  3. Click the View button next to the company that will be awarded the bid.

    view bidder.png
     
  4. In the next screen, click the orange Convert to Contract button in the right sidebar. Companies that are integrated with Sage will not see this button. (Note: If this was successful, you will see the following message on your screen:)
    Note: Once the bid is converted to contract, the company is automatically added to the project directory (individual users are not automatically added).

    2015-01-02_15-49-59.png
  5. You will automatically be redirected to your project's Commitments tool where you can view 'General Information' about the new contract you're about to create. Notice that many of the fields are automatically populated with the appropriate information from the Bidding tool. 
    • The Contract Summary Report section provides a breakdown of the scope of work.

      commitment general information.png

       
  6. To notify your bidder of their awarded contract, select the Email Contract button in the right sidebar of the Contract overview page and fill out the email form. (Note: The contract details will be included in the email.) 
  7. If appropriate, add your company's official contract form as an attachment and provide clear instructions to your subcontractor with regards to which documents need to be signed. You should also remind them that they will need to send you a signed copy of the contract, which they can conveniently include as an attachment in their response.

    forard contract.png
     
  8. Click Send.
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Last modified
10:38, 13 Apr 2017

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