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Create a Bid Package with Bid Management Enhanced Experience

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 Note
The content below describes functionality that is part of the new Bid Management Enhanced Experience. See About Bid Management Enhanced Experience.

Background

The Enhanced Bid Management experience for creating a bid package is designed to streamline your workflow. It focuses on simplifying the creation of the bid package, which is a comprehensive set of documents (including drawings, specifications, and scope of work). This package provides all the information potential contractors need to prepare an accurate and competitive proposal.

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.
    • 'Admin' level permissions are required in order to be assigned as a Primary Bidding Contact.

Steps

  1. Navigate to the project's Bidding tool.
  2. Click + Create Bid Package.
  3. Enter the following information:
    • Information:
      • Name*: Enter a name for your bid package. 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.
      • Primary Bidding Contact*: Specify a primary contact from whose name you want the bid invitation to be sent.
        • The Primary Bidding Contact will be listed on all bid correspondence and receive all bid-related emails instead of the bid package creator.
      • Bid Submission Notifications: Add members to this list who will be notified when bids are submitted.
        • Users with 'Read Only' or 'Standard' permissions will receive bid package access when added to the Bid Submission Notifications field.
    • Dates:
      • Bid Due Date*: Set the date and time when this bid will be due. If the bid is extended, immediately change the date so bidders can enter amounts. 
        Note: You can check the 'To be determined' checkbox if the bid due date is undetermined.
      • RFI Deadline: Set an RFI deadline date.
      • Anticipated Award Date: Set an anticipated award date.
      • Site Walkthrough Date: Set the Walkthrough date.
        • Walkthrough Notes: Enter any relevant information about the walkthrough.
    • Invitation to Bid:
      • Project Description*: Enter a description that will appear on the invitation email that is sent to invited bidders.
      • Bidding Instructions*: Enter Bid instructions and a link to Procore's Bidding Support page for bidders to quickly find document download guidance.
    • General Settings: 
      • Flexible Bid Due Date: Select the box to accept bid submissions past the due date. 
      • Bid Documents: Select the box to include documents as downloadable files in the invitation to bid email.
      • Bid Reminder Emails: Enter the number of days before the bid due date to start sending reminder emails.
      • Offline Bids: Select the box to only allow offline bid submissions.
        Note: Bidders will not be able to submit bids in Procore when this setting is enabled.
      • Bid Submission Confirmation Message: Enter a message that will be sent to bidders once they submit their bid.
        Note: Set a default for this field in Company Admin tool to auto-populate each time you create a bid package. See Set the Default Company Bidding Configuration.
    • Privacy and Visibility Settings: 
      • Blind Bidding: Select the box to enable Blind Bidding. Blind bidding hides all bids until the Bid Due Date passes. See What is blind bidding?
        • Once enabled, you have the option to select a Manager. Assigning a manager will bypass the Bid Due Date and allow the manager to reveal the bids at any time.
      • Non-Disclosure Agreement (NDA): Select the box to Require an NDA. Bidders will need to sign an NDA to see the project name and details. See Non-Disclosure Agreement (NDA) FAQ for more information. 
        • Once enabled, you have the option to select the box next to Show project name before NDA is signed. This allows bidders to see the project name before they sign the NDA. All other project details will be hidden.
        • Click Upload File to upload your NDA file. Only 1 file can be added to this section.

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. 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. Select the checkbox next to the drawings that you want to attach.
        • 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. Select 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. Select the checkbox next to the Specifications folders or individual specifications that you want to attach.
        Note: If the Specifications tool is enabled, this menu populates with spec sections and displays as a link upon saving. If the Specifications tool is disabled, the menu populates with values from the Project Admin tool.
  2. Click Attach Files.

Next Steps