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Complete Trade Setup Details for a Bid Room in Portfolio Financials

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 Note
This information is intended for accounts with Portfolio Financials product in Procore. Please reach out to your Procore point of contact for more information. 

Objective

To complete the Trade Setup page of the Bid Room in Portfolio Financials.

Background

The Bid Room in Portfolio Financials is a shared portal between the owner and bidders. Before you can send and manage bids, you must set up the Bid Room. The Trade Setup page is where you will enter information and upload documentation so that your bidders can accurately submit their bids. 

Things to Consider

  • Required User Permissions:
    • 'Limited' access to the project or higher.
      Note: Users with 'Limited' access must be on the Bid Room Team for the project. 
  • Additional Information:
    • Important! Any information entered on the Trade Setup page, including files uploaded to the Documents section, will be visible to bidders.

Prerequisites

Video

 
  

Steps

  1. Navigate to the relevant Bid Room.
  2. Click Trade Setup.
    The Trade Setup page is where you will enter information and upload documentation so that your bidders can accurately submit their bids. 
 Important
Any information entered on the Trade Setup page, including files uploaded to the Documents section, will be visible to bidders.
  1. Enter information for the following sections as appropriate:
    Note: An asterisk (*) indicates a required field. 
    • Square Footage: This field is optional, as not all projects have square footage. This number can be copied over from the overall project square footage or entered manually.
      Note: If a value is entered, this will be the amount of square footage your bidders will be submitting pricing on.
    • Description: The description field is the description for this particular bid. An RFP letter or description of the project scope can be written here for the bidders.
      Note: This field can be copied over from the overall project description.
    • Schedule*: Select the date and time that the bid will be due. 
      Note: Bidders will receive email notifications three days and one day before the due date to remind them to submit their bids.
      Important! If this is a sealed bid, the bid due date is also the date and time after which the bid room manager can unlock the bids. See How do I run a sealed bid process in Portfolio Financials?
      • Optional: You can add additional items on the schedule for your bidders to keep them in the loop about your project's timeline. For example, you might want to include a tenant move-in date to let your bidders know when you expect construction to be completed.
  2. Complete the following sections as necessary (steps shown below):

Add Bid Documents

The bid documents section is where you can upload any documents (such as drawings, floor plans, specifications, and rules and regulations) that your bidders will need in order to complete their bids. You can upload new files for your bidders, or copy from those that have already been uploaded to the project documents.

To upload new files into the Bid Room:

  1. Click Add New Files.
  2. Locate and select the files you want to upload.

To import project folders and documents to the Bid Room:

  1. Click Add New Files.
  2. Select the files you want to import to the bid room. A green check mark will appear next to selected items.
  3. Click Add.
    Note: If you upload any new documents during the bidding process after bidders have been invited, your bidders will be notified of your changes via email.

Set Up the Bid Room Team

The Bid Room Team comprises the group of people on your team collaborating with you on this bid. Members of the Bid Room Team are automatically added to the Project Team. The Bid Room Team will be able to view and compare bids, post and answer RFIs, make changes to the bid form, and award the winning bidder. All members of the team will also receive email notifications around all activity in the bid room such as when bidders post RFIs or submit bids.
Note: The user who sets up the Bid Room is automatically designated as the Bid Room Manager. The only difference between this role and those with 'Full Access' is that the manager can unlock bids in a sealed bid process. See How do I run a sealed bid process in Portfolio Financials?

Important! The Bid Room Team is NOT where you invite bidders. It is instead where you can add colleagues that will manage and make changes to the bidding process. 

To add existing members to the Bid Room Team:

  1. Click the plus.
    plus-button-invite.png
    Note: A list of colleagues with Portfolio Financials accounts are available to select. If you have had an external consultant collaborate with you on the bidding process in Portfolio Financials previously, they will also be available to select.
  2. Mark the checkbox next to the names of the team members you want to add.
    Tip! Mark the checkbox next to Notify via email to send an email notification to the people you are inviting.
  3. Click the Bid Room Permissions drop-down menu to select permissions for each member:
    • Select 'Hide Bidding Info' permissions if you do not want to share the financial information of the bid with them. This will allow them to still receive emails and answer RFIs.
      OR
    • Select 'Full Access' if you want them to be able to fully collaborate on this bid.
  4. Click Add.

To add a new member to the Bid Room Team:

  1. After clicking the plus to add a new team member, click + Invite New Team Member.
  2. Enter the person's first name, last name, and email address.
  3. Click the Bid Room Permissions drop-down menu to select permissions for the new member:
    • Select 'Hide Bidding Info' permissions if you do not want to share the financial information of the bid with them. This will allow them to still receive emails and answer RFIs.
      OR
    • Select 'Full Access' if you want them to be able to fully collaborate on this bid.
  4. Click Send Invite.