Skip to main content
Procore

Create a Bid Package

Objective

To create a bid package using Procore's Bidding tool.

Background

Procore's Bid Management Tool allows companies to distribute bid documents, manage bid lists, and invite bidders via email. Once invited, bidders can log in to Procore to retrieve bid documents and submit their bid.

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's Bidding tool.
  • Additional Information:
    • The project can be in any stage of construction to create a bid package and for your subs to respond to a bid.
    • Users can only see a bid that they are on the bid list for and have been invited to. 

Prerequisites

  • Create a folder in your Documents tool for your bid documents and drawings (e.g. ‘Bid Documents’). Underneath this folder, you can create unlimited subfolders for each bid package and upload the relevant documents into each.
    • Only folders and subfolders that have files in them will be available to download using the download link in the invitation email.
    • To see how to create a folder using your Documents tool, see Create a Folder.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

  1. Navigate to the project's Bidding tool.
  2. Click Create Bid Package.
  3. Enter in the following information:
    Note: Required fields are indicated by an asterisk (*).
  • General Information
    • *Title of Package: Enter a title for your bid package (e.g. Plumbing). This will show up on the Bidding tool’s list page and in the email that your subcontractors will receive.
    • Number: Enter a number for your bid package. If you have existing bid packages, this field will populate with the next number in the sequence.
    • Status: Select ‘Open’ if the bid package is still in progress. Select ‘Closed’ if the bid has been awarded and closed. Once a bid is 'Closed', bidders will be unable to see the bid information.
    • *Bid Due Date: Set the date and time when this bid will be due. 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.
      You may enable the option to allow bid submissions after the due date. See Configure Advanced Settings: Bidding for more information. This will appear on the invitation email your subcontractors will receive. 
    • *Bid Sheet Accounting Method: Choose whether you would like an Amount Based or Unit/Quantity Based accounting method on your Bid Sheet.
    • Disable Itemized Bidding: Check this box if you want to allow bidders to submit bids that are not itemized, which changes bidding from the line item specific bidding to one lump sum.
      Notes:
      • This option will only be available if you selected Amount Based as your Bid Sheet Accounting Method. 
      • If enabled, cost codes will be disabled on the bid package.
    • *Primary Bidding Contact: Choose to send bid invitation emails from a personal name or from "Procore Mailer". In both cases, bidders will receive bid invitations from Procore's automated email address (notifications@procoretech.com). To change the first part of the automated email address (e.g. notifications), reach out to your Procore point of contact.
      Note: If you choose to send from a personal name, the primary contact's name will show on the bid invitation and any correspondence as well as receive all bid emails instead of the bid package creator.
    • Bidding CC Group: Add members to this list who will be notified when bids are submitted.
    • Project Description: Enter a description that will appear on the invitation email that is sent to invited bidders.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a bid package. See Set the Default Company Bidding Configuration.
    • Bidding Instructions: Enter instructions that will show on the Bid Sheet and include a link to Procore's Bidding Support page to provide bidders with quick access on how to download bid documents.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a bid package. See Set the Default Company Bidding Configuration.
  • Pre-Bid Information
    • RFI Deadline: Click to enable a pre-bid RFI deadline. Set a date and time.
    • Site Walkthrough: Click to enable pre-bid Walkthrough. Set a date and time.
    • Walkthrough Notes: Enter any relevant information about the walkthrough.
  • Advance Settings
    • Anticipated Award Date: Set an anticipated award date for the package. This date will display on the Bid sheet.
    • Countdown Email(s): Click to enable daily countdown emails being sent to all bidders who have not declined to bid, starting at the specified number of days prior to the due date.
    • Accept Submissions past Due Date: Click if you would like to allow users to submit bid submissions after the specified due date.
    • Enable Blind Bidding: Click if you do not want to see any bid amounts or receive any notification emails when bids are placed until the due date. See What is blind bidding?.
    • Disable Electronic Submission of Bids: Click on for projects that do not allow subcontractors to submit bids electronically.
    • Include Bid Documents: Click if you want to include the Bid documents as downloadable files in the Bid Package invitation email.  
    • Bid Submission Confirmation Message: Enter a message that will be sent to bidders once they submit their bid.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a bid package. See Set the Default Company Bidding Configuration.
  1. Click Create Bid Package.

Attach Bid Documents
Note: You can Skip or go Back a step.

  1. Select the individual files and/or folders you want added to the bid package from the following:
  • Drawings: In the module, select Drawings. Mark the checkbox next to the folder(s) and/or individual drawing(s) you want to attach.
    Notes:
    • If you have Drawing Areas enabled, you can only select drawings from one Drawing Area at a time. See Enable or Disable Drawings Areas for more information.
    • You can filter drawings by Set, Discipline, or Keyword Search.
    • You can change the view to either Tree View or Thumbnail View (thumbnail or tree view.jpg) when selecting drawings.
  • Documents: In the module, select Documents and mark the checkbox next to the folder(s) and/or individual document(s) you want to include in the bid package.
  • Specifications: In the module, select Specifications and mark the checkbox next to the Specifications folder(s) and/or individual specification(s) you want to attach.
    Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the bid package. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.
  1. Click Attach Files.

Add Bidders
Note: You can Skip or go Back a step.

  1. Select your bidders from the following ways:
  2. Click Add Bidders.
    You are directed to the Bidders sub tab of the bid package.

Next Steps


Once you invite users to bid on your project, the information you filled out here will be sent via email to those users. The information will appear like this: 

 

See Also

  • Was this article helpful?