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Procore

Bidding: Bid Management 2.0 (Beta)

This announcement represents a single point in time. Future releases may impact the information below.
Updated: October 05, 2022


 

 In Beta
The content below describes functionality that is part of the Bid Management 2.0 experience, which is currently in an open beta.

New Bid Management Experience

Bid Management 2.0 is a new bid management experience that is gradually being introduced into Procore's Bidding tool. This experience is currently in an open beta, and can be opted into on a project-by-project basis, or at the Company level if you want to apply it to all projects in the account.

To learn how to opt in to the new experience, see the How do I opt in to the new Bidding experience? section below.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

 

 

Overview

See the information below to learn about the following features that are currently included:

 


Create and Manage Custom Bid Forms

Bid forms make it easier to break down scope and cost information and help to standardize the responses that are being received from bidders. In addition, the use of bid forms allows for bid leveling on submitted bids. See Create a Bid Form.

Details

  • There can be multiple bid forms per bid package.
  • You can preview the bid form before sending it out.
  • Bidders will be able to add their own inclusions, exclusions, comments, and attachments to their bid submissions.
  • If you create a new company on the Bidders tab, the contact will be added to the Company level Directory tool.

Overview

When creating a new bid form, you can add line items and details to the 'Base Bid' and 'Alternates' sections on the Bid Form tab. All line items added to the Base Bid and Alternates sections will be sent to any bidders invited to the bid form.
Note: You can add additional sections to Base Bid and Alternates.

create-bid-form-base-bid.png

After filling out the necessary information, you can add bidders on the Bidders tab. See Find and Invite Bidders to a Bid Form.

bid-form-bidders-tab.png

Companies are pulled from the Company level Directory tool. If a company is not yet in the Directory tool, you can click Add Company on the Bidders tab to add them as a new contact.

bid-form-add-new-company.png

When you are ready to invite the bidders to bid, you can click Invite from the drop-down menu or the 'Invite Outstanding Bidders' banner.

bid-form-invite.png

 

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Level and Compare Submitted Bids

The Bid Leveling feature for bid forms in the Bidding tool allows you to compare bids so that you can more easily decide who to award a contract to. See Level Bids for a Bid Form for more information.

Details

  • You can level and compare bids after bids have submitted for a bid form.
  • You can configure columns (choose from 3 different row heights and show or hide columns), and export the bid leveling data to a CSV file.

Overview

To begin comparing bids, click the Bid Leveling tab for the relevant bid form.

view-bid-leveling-tab.png

Bids are shown side by side, with the submitted values aggregated. Depending on the amount of data and the size of your browser window, you may need to scroll to the right to view additional data.

bid-leveling.png

Click Configure Columns to choose which columns you want to see and also adjust the size if needed.

 

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Award a Bid and Convert it to a Subcontract or Purchase Order

Similar to the original Bidding experience, you can now award a bid and convert it to a contract in the project's Commitments tool. See Award a Bid and Convert it to a Subcontract or Purchase Order (Beta).

After you have decided who to award the bid to, you can click the Award Bidder drop-down menu, which is visible after clicking the bidder company name, or in the table view as shown below.

bidding-award-bidder-menu.png

After you select the type of contract you want to convert the bid to, you'll be directed to the Schedule of Values tab in the project's Commitments tool, where you can then email out the contract.

 

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How do I opt in to the new Bidding experience?

The Bid Management 2.0 beta can be enabled on specific projects, or all projects on the account. Users with 'Admin' permissions to a project's Bidding tool can enable the experience at the Project level for that particular project. Only Company level Admin users can enable the experience for all projects in the account.

Note: If you run into an error message that you need to update cost codes, see the What if I get an error message that I need to add missing cost codes? section below.

 Warning

Updating projects to Bid Management 2.0 is final. After you agree to the terms and confirm that you want to update, projects cannot be switched back to the legacy experience.

If you want to try out the new experience, we recommend enabling it within a specific project as opposed to enabling it for all projects.

Enable Bid Management 2.0 for a specific Project

  1. Navigate to the project's Bidding tool.
    An 'Introducing Bid Management 2.0' banner is shown at the top of the page describing the new bidding experience.
    bid-mgmt-2.0-beta-banner.png
  2. Click Review Terms.
  3. Read the message explaining the beta.
  4. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  5. Read through the 'Procore Beta Participant Agreement'.
  6. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
  7. Read the message explaining how the update will work.
  8. If you are certain you want to update to the new experience, click Update.
    The project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing bid packages during this time to avoid any potential of data loss.

Enable Bid Management 2.0 for All Projects

 Caution
Only enable Bid Management 2.0 at the Company level if you are certain you want to update ALL projects on the account to the new experience. Projects cannot be switched back to the legacy experience after agreeing to update.
  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Bidding.
    An 'Introducing Bid Management 2.0' banner is shown at the top of the page describing the new bidding experience.
    bid-mgmt-2.0-beta-banner.png
  3. Click Review Terms.
  4. Read the message explaining the beta.
  5. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  6. Read through the 'Procore Beta Participant Agreement'.
  7. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
     
  8. Read the message explaining how the update will work.
  9. If you are certain you want to update to the new experience, click Update.
    Each project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing bid packages during this time to avoid any potential of data loss.

What if I get an error message that I need to add missing cost codes?

If a Procore project has any bid packages with line items that are missing cost codes, the project cannot be updated to Bid Management 2.0. When you begin the process of joining the beta to migrate to the new experience, you will see an error message that you need to update cost codes.

This may be a result of the following situations:

  • A bidder submitted a bid, but did not select a cost code for one or more line items in the Planroom tool.
  • A bid solicitor deleted a cost code that was previously used in a bid.

Steps

From the Project Level

  1. Navigate to the project's Bidding tool.
  2. Click Review Terms in the 'Introducing Bid Management 2.0' banner.

    bidding-2.0-beta-banner.pngIf the project is missing cost codes for bid line items, you will see an 'Action Required to Bid Packages' error message.
     
  3. Choose whether you want to automatically assign one cost code to all affected line items, or add them all manually:
    • Automatic:
      1. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      2. Click Next.
        Procore will automatically add the missing cost codes for all affected bid packages, and you will be taken to the 'Accept Terms' page for the beta. For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 
    • Manual:
      1. We recommend opening the Bidding tool in a new tab so that you can refer back to the list of affected bid packages and companies.
      2. Click View on an affected bid package.
      3. On the Bidders tab, click View on the company that is missing cost codes.
      4. In the Bid Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected bid package. After adding the necessary cost codes, the bid package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again).
        For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 

From the Company Level

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Bidding.
  3. Click Review Terms in the 'Introducing Bid Management 2.0' banner.

    bidding-2.0-beta-banner.pngIf any project is missing cost codes for bid line items, you will see an 'Action Required to Update Projects' error message with a list of affected projects.
     
  4. Choose whether you want to automatically assign one cost code to all affected line items, or add them all manually:
    • Automatic:
      1. Click the name of the project.
        This will direct you to the 'Add Missing Cost Codes' page for the project.
      2. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      3. Click Next.
        Procore will automatically add the missing cost codes for all affected bid packages.
      4. Return to the Review Terms page and repeat this process for each project that is listed.
      5. After all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta. For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 
    • Manual:
      1. We recommend opening the Bidding tool in a new tab so that you can refer back to the list of affected projects. Right-click on a project name to open the project's Bidding tool in a new tab.
      2. Click View on an affected bid package.
      3. On the Bidders tab, click View on the company that is missing cost codes.
      4. In the Bid Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected bid package and project. After adding the necessary cost codes, the bid package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again). When all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta.
        For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 

 

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FAQ

Why use Bid Forms Instead of Bid Packages?

Bid forms make it easier to break down scope and cost information and help to standardize the responses that are being received from bidders. In addition, the use of bid forms allows for bid leveling on submitted bids.

What permissions are required to view a bid form?

Users must have 'Read Only' or higher level permissions to the project's Bidding tool and be added to the 'Bidding CC Group'.

Can I modify the columns on a bid form?

Yes. You can adjust the sizing of the columns and pin them to a certain side. See Modify Columns on a Bid Form.

Can I Switch back to the old bidding experience?

No. Once you update a project to the new experience, it cannot be switched back.

Will more features be added?

Yes. The new bidding experience is still is a beta phase and additional features are planned for development.
 

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If you would like to ask questions or share any feedback, please contact support@procore.com.