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Create a Bid Package

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Objective

To create a bid package in a project's Bidding tool.

Background

Procore's Bidding 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 Permissions:
    • 'Admin' level permissions on the project's Bidding tool.
  • Additional Information:
    • The project does not have to be in a Bidding stage to create a bid package.

Prerequisites

Video

 

Steps

  1. Navigate to the project's Bidding tool.
  2. Click Create Bid Package.
  3. Enter 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. Note: You can check the 'To be determined' checkbox if the bid due date is undetermined.
      • 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.
        Note: 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.
         Important

        For new projects using Bid Management Enhanced Experience, the 'Bid Sheet Accounting Method' and 'Disable Itemized Bidding' settings are no longer available.

        Instead of being restricted to one accounting method for an entire bid package, you have the flexibility to choose an accounting method for each line item in the 'Field Response Type' column on bid forms. For more information, see Bidding: Flexible Response Types.

    • Package Contents:
      • Primary Bidding Contact*: Specify a primary contact from whose name you want the bid invitation to be sent.
        Note: 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 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 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.
    • Advanced 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?
        • Optional:  When Blind Bidding is toggled ON, a manager can be assigned from the project's Directory as the user responsible for revealing the bids when they are ready to be reviewed. See Show or Hide Blind Bids on a Bid Package.  The Blind Bidding Manager will receive an email notification once the bid package has been created. If no manager is assigned, the submitted bids will be revealed on the Bid Due Date.
      • 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.
  4. Click Create Bid Package.
  5. If you want to attach files to the bid package, see the 'Attach Bid Documents' section below. Click Skip if you want to add them later.

Attach Bid Documents

 Important
Bid packages containing more than 100,000 files may lead to degraded application performance.


Note: We recommend creating a designated folder in the project's Documents tool to upload bid documents to (for example, 'Bid Documents'). See Create a Folder. You can create unlimited subfolders for each bid package and upload the relevant documents into each area. See Upload Bid Documents or Upload Files or Folders to the Project Level Documents Tool.

  1. On the Attach Files page, add files from the following tools as necessary.
    • Drawings:
      1. Click Drawings.
      2. Select Current or Drawing Sets.
      3. Mark the checkbox next to the drawings that 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 change the view to either List View or Thumbnail View when selecting drawings. 
        • You can filter drawings by Set, Discipline, or Keyword Search.
    • Documents:
      1. Click Documents.
      2. Mark the checkbox next to the files and folders that you want to include in the bid package.
    • Specifications:
      1. Click Specifications.
      2. Click Current Specs or Spec Sets.
      3. Mark the checkbox next to the Specifications folders or individual specifications that 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.
  2. Click Attach Files.

Add Bidders

 Important
In the new Bid Management Enhanced Experience, you need to create a bid form before you can add bidders. See Create a Bid Form and Add Bidders to a Bid Form.
  1. Click Add Bidders.
    This directs you to the Bidders tab of the bid package.
  2. Select your bidders from the following ways:

Next Steps

See Also