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Bidding Tool

Overview

Procore’s Project level Bidding tool lets you solicit bids from the vendors stored in your Company level Directory tool. With the Bidding tool, you can create bid packages for your projects and send email invitations to your vendors. The email can include your bid documents in a downloaded package, or vendors can log into Procore to view the bid information. Vendors can also use the tool to submit bids using lump sum values, cost code level breakouts, and even by unit/quantity level breakouts.

Features

  • Create project bid packages that include plans, specifications, PDFs, and other pertinent files.
  • Log into Procore as a vendor to submit bids for a project.
  • Track the bidding status of your vendors and compare their bids side-by-side by cost code.
  • Use Procore's powerful search and filtering capabilities to quickly locate specific bids.

Best Practices

  1. Make sure the project is in the Bidding stage on the project's Admin tool, or that the custom stage is defined as a bidding stage.
  2. Make sure the bid due date is correct. If you receive authorization to extend the bid, you'll have to change the Bid Due Date to reflect this; otherwise, bidders may not be able to enter their amounts if they're attempting to enter their quotes after the initial bid due date.
  3. Do not add bidders to the project's Directory tool. Add these vendors to your company's Directory tool. 
  4. Do not put bid documents in a locked or private folder; you can not add locked or private folders to a bid package. 
  5. Be sure to not attach an empty folder to a bid package. If you add an empty folder to your bid package, bidders will see a white screen upon downloading. 
  6. You can not add a specific file independent of a folder to a bid package, you must attach the entire folder.
  7. Be sure you've selected at least one individual recipient from each invitee bid company. If you can invite more than one, even better - that way, in case one invitee is on vacation, the company still knows that they're invited and can respond accordingly.
  8.  Build your company level Directory built out in advance as much as possible by doing the following:
    • Assign trades to each vendor to help you search for bidders.
    • Choose the default bid invitees so they will automatically populate when you want to send out your bid package.
  9. When you are attaching a folder to your bid package, keep in mind that Procore is limited to 255 characters, which includes the file names and folder names.
  10. Below is an example folder structure that you can replicate for your bid documents. In this structure, if you add an updated Addendum to the 04 Correspondence and Addenda sub folder, you can send a correspondence with the updated folders.

    Example file structure
    01 Bid Documents

    • 01 - RFP Insurance Requirements, Sample Insurance Certificate, etc (upload individual PDFS for each of these documents to this sub folder)

    • 02 - Drawings (and attach one compiled PDF of your bid drawings, or one compiled PDF by discipline, so the sub-folder could contain individual PDFs for compiled Architecturals, Civils, Structurals, Electricals, Mechanicals, etc.)

    • 03 - Specifications (and attach one compiled PDF fo your bid specs)

    • 04 - Correspondence and Addenda
       

  11. Check the box next to "Enable bidders to add additional line items to their bid sheets" so that bidders can add a cost code and bid on additional scope that was not assigned to them.  Also, if you don't have cost codes on the Bidder Info sub tab of the company,  or you forgot to invite them to bid on project-specific cost codes, they can still enter a dollar value.  This will also allow you to sort the bid list by cost code, after the invitations have been sent and received.

  12.  There are two main options you have when creating a bid package. The table below list both options and the pros and cons of each.

 

Options Pros Cons
Option 1: Send One Bid Package 

Send out one bid package encompassing all trades, while sending all documents to all bidders (this may not be the best option for everyone). You can only attach one folder from the Documents tool to a bid package, but that one folder can have multiple sub-folders.

  • Fastest setup
  • You don't have to worry about anyone missing a drawing, detail, spec section, instructions, etc.
  • When you make changes to the bid package, you only have to make those changes once.
  • Bidders may have to download more documents than they need.
Option 2: Send Multiple Bid Packages

Send out multiple bid packages by trades or cost codes. 

  • Bidders only get the documents they need, instead of having to download all documents associated with the project.
  • Since everything is separated by trade, looking at coverage is significantly easier. 
  • Requires more setup work, since you'll need to separate the documents and set up multiple packages.
  • When there is a change to the bid package (e.g., a due date extension), you'll have to make those changes to each individual package. 
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