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Create a Bid Form 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 create a bid form for a 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 and its components. The bid form is a collection of fields provided to your bidders for them to provide pricing and other information as part of 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. 

Prerequisites

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Steps

Creating a bid form is a multi-step process as outlined below. Click a link to jump to another section of this tutorial:

  1. Select a Bid Form Template
  2. Enter Bid Form Information
  3. Complete Optional Fields in the Adjustments Section
  4. Save or Publish the Bid Form
     

Step 1: Select a Bid Form Template

After the Trade Setup page has been completed, you will be prompted to select a template for your bid form. Any bid forms that you have previously used are shown here. 

  1. From the Bid Form tab of the relevant Bid Room, select a template from the following options:
    Note: You can make changes to the template regardless of the one you choose. These changes do not alter the templates themselves.
    • Choose from previous: Set up a bid form from another project's bid form.
      Tip! Use the Search bar to search for previous templates.
    • Choose from template:
      • Create New: A completely new bid form.
      • Simple Bid: A template for bids using lump sum pricing.
      • Tenant Fitout: A template for tenant fitouts, usually used for hiring a general contractor. 
      • Preset template: Use a default Procore template, or a template specific to your organization.
         

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Step 2: Enter Bid Form Information

  1. Complete the following components of the bid form:  
    bid-form-sections-and-line-items.png

    number1.png Sections: A section of your bid form that is comprised of line items. Used to divide up or clarify groups of line items. See Add and Modify Sections below.

    number2.png Line Items: Each white box represents a single line item on your bid form for your bidders to submit pricing for. These can be broken down further into sub-line items. See Modify Line Items and Sub-Line Items below. 

    number3.png Sub-line items: Items within a line item that further break down its pricing. See Modify Line Items and Sub-Line Items below. 
     

Add and Modify Sections

To add, clone, or delete sections:
  1. Click the vertical ellipsis icon next to a section title.

    vertical-ellipsis-section.png
     
  2. Click the action you want to perform:
    • Add New Section.
    • Clone Section.
    • Delete Section. 
To rename a section:
  1. Click on the section's name.
  2. Enter a new name for the section.
  3. Press ENTER or RETURN on your keyboard.

    rename-a-section.gif
     

Modify Line Items and Sub-Line Items

To add a line item to a section:
  1. Scroll to the bottom of the section you want to add a line item to.
  2. Click Add Line Item.
  3. Enter a name for the line item.
  4. Click Add. 
To add a sub-line item to a line item:
  1. Locate the line item you want to add a sub-line item to.
  2. Click Add Line Item. 
  3. Enter a name for the sub-line item.
  4. Click Add. 
To rename items:
  1. Click on the name of the line item or sub-line item.
  2. Enter a new name.
  3. Press ENTER or RETURN on your keyboard.
To rearrange items:
  1. Hover your mouse over the left side of the line item or sub-line item.
  2. Click and drag the line item to its new location.
To delete items:
  1. Click the trash can icon-delete-trash4.png icon next to the line item you want to delete.
  2. Click Yes to confirm the deletion. 

Add or Manage Comments

Note: Comments can be used to provide additional content or information around a specific line item to your bidders.

To add a comment to a line item:
  1. Click Add Comment on the item.
  2. Enter your comment in the box.
  3. Click Add.
To edit or remove a comment to a line item:
  1. Click Edit Comment on the item.
  2. Edit or remove your comment in the box.
  3. Click Save.
     

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Step 3: Complete Optional Fields in the Adjustments Section

Procore includes additional preset fields on each bid form that can be enabled or disabled. The Adjustments section provides the following additional options for a bid:

  • Additions: This provides bidders with the opportunity to add costs that were not covered by the line items on the bid form.
    Note: Additions are included in the total bid amount.
  • Alternates: If there are alternates specified for the project, you can include them here so that pricing is lined up across the board when bids are submitted. Bidders can also propose their own alternates.
    Note: Alternates are not included in the total bid amount by default, but you will have the option to include them for analysis purposes.
  • Hourly Rates: List out any hourly rates that you want all bidders to provide. This section is most often used when bidding out service contracts.
    Note: Hourly rates are NOT included in the total bid amount.
  • Unit Prices: List out any unit prices that you want all bidders to provide.
    Note: Unit prices are not included in the total bid amount.
  • Exclusions: This provides bidders with an area to list out exclusions. They can add as many as they need, but each exclusion is limited to 140 characters.

Enable or Disable a Section

  • To disable a section, click the X icon for that section.
    Note: The field will immediately show as unavailable, and the X will be replaced with a checkmark.
  • To enable a section that was previously disabled, click the checkmark icon for that section.
    Note: The section will no longer show as unavailable, and the checkmark will be replaced with an X.

enable-or-disable-bid-form-fields.png

 

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Step 4: Save or Publish the Bid Form

When you are done setting up your bid form, choose whether to save and exit, or publish the form now:

  • To save the bid form as a draft that you can revisit later, click Save and Exit.
    Note: When a bid form is saved as a draft, invited bidders will NOT be able to see the form. 
    OR
  • To save the bid form and publish it as the current bid form:
    Note: Bidders invited WILL be able to see the form. However, you can still make changes to the bid form after it is published.
    1. Click Publish Bid Form.
    2. Click Publish Form to confirm you want to publish the bid form. 

After the bid form is published, line items will be visible to your bidders as fields that they can enter pricing into (see example below):

preview-as-bidder.png
 

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