Create a Bid Template

Creating bid templates helps your organization maintain consistency across project procurement cycles. Instead of configuring bid packages, submission rules, and boilerplate instructions from scratch for every new project, you can establish a standard template framework at the Company level. This saves administrative setup time and ensures all project teams gather information uniformly.

• Required User Permissions on the Company Admin tool.

• Additional Information:

  • Bid templates can only be created with Base Bid and Alternates scope.

  • Bid Templates can only utilize cost codes from the Company level of Procore. Project specific cost codes need to be added at the project level.

• Bid templates must be created within an existing Bid Template Collection.

1. Navigate to the Company's Admin tool.

2. Under 'Tool Settings', click Bidding.

3. Select the Templates tab.

4. Click the name of Template Collection where the Template will be created. See Create a Bid Template Collection.

Create a New Template

1. Click the Actions dropdown menu.

2. Click New.

3. Enter a Name for the Bid Template.

4. Add Sections (Optional) Show/Hide Fields

    Important

   Sections are not available on bid packages that were created prior to this feature being available (January 2024).

   1. Click Add Section.

   2. Enter a name for the section.

   3. To add a line item for the section, click the Add Line Item menu.
      OR
      Click the plus icon on the same row as the bid form.
      

      

   4. Continue adding sections and line items as necessary.

   5. Optional: To reorder sections or line items, click and drag over the grip icon and drop it in a new area.

   6. Optional: If you need to delete a section, click the vertical ellipsis icon and select Delete. This will delete the section and all of its line items.

5. Add Line Items (Optional) Show/Hide Fields

   1. In the Base Bid section, click the Add Line Item drop-down menu.

   2. Select one of the following line item types:

      • Cost Code: Select if you want to add a line item with a cost code.

      • Plain Text: Select if you want to add a general line item without a cost code.

   3. Fill out fields for the line item:

      • Cost Code:

        • Click the Select Cost Code drop-down menu.

        • Select a cost code.

      • Plain Text:

        • Click into the field and enter a name for the item.

      • Cost Code and Plain Text:

        • Description: Enter a description for the line item, if necessary.

        • Response Field Type: Choose a response type for each line item. This field defaults to your last selection but can be edited.
          Note: Only available for bid packages created after the Flexible Response Types feature was released.

          • Amount: Select if an amount should be entered.

          • Unit/Quantity: Select if a unit and quantity should be entered.
            

            Note

            The Unit/Quantity selection is required if you are utilizing the Unit & Quantity Locking feature.

          • Include/Exclude: Mark line items as inclusions or exclusions.
            Note: Only available in the Base Bid section. Alternates require Amount or Unit & Quantity.
            

            Tip!

            For lump-sum bidding, set the Response Field Type to Include/Exclude for all line items. This hides itemized costs and adds a Total field to the end of the bid. See Submit a Bid on Behalf of a Bidder or Submit a Bid.

   4. To add additional line items, click Add Line Item and repeat the same process.

   5. If you want to allow bidders to provide alternative options or substitutions, scroll to the Alternates section and add line items as necessary.

   6. When the bid form is complete:

      • Click Save to save the bid form without adding bidders.
        OR

      • Click Save and Add Bidders to add and invite bidders. See Add Bidders to a Bid Form.

6. Add Bidders (Optional) Show/Hide Fields

   1. In the Bidders section, click Add Bidders.

   2. To narrow the list of companies, use the following search and filter tools: Show/Hide Details

      • Search: Search by email address, vendor name, address, or company details.

        • If you are searching for a specific user, they must be designated as a Bid Contact to show in the search results.

      • Filter:

        1. Click the All Filters icon.

        2. Select one or more filters to apply:

           • Show Selected Only: Move the toggle ON to show your selected bidders.

           • Previous Bidders: Select a previous bid package or bid form to show all bidders associated with that item.

           • Company Source: Choose where to find bidders: your Procore Company Directory, the Procore Construction Network, or both (All Sources).

           • Service Area: Enter City, State or Zip Code.

             • Select a distance parameter from the mileage drop-down menu to define your search radius.

             • Search by Office Address Only: Move the toggle ON to only show companies that have offices within the area searched.

           • Trades: Select all trades that apply.

           • Cost Codes: Select one or more cost codes to filter for bidders associated with specific types of work.

           • Business Classifications: Select all Business Classifications that apply.

           • Company Types: Select all Company Types that apply.

           • Union Member: Move the toggle ON to filter for vendors who are members of a labor union.

           • Authorized Bidders Only: Move the toggle ON to to display only those vendors officially authorized to bid by your organization.

           • Minimum Average Rating: Select a star rating to filter for bidders who meet your company's minimum performance standards.

           • Market Sectors: Select all Market Sectors that apply.

           • Project Types: Select all Project Types that apply.

           • Average Contract Value: Select an option from the drop-down menu to filter vendors by financial capacity.

        3. To remove filters:

           • Click the x on an individual filter to clear it.

           • Click Clear All Filters to clear all filters.

   3. Optional: Click the Company name to view it's details.

   4. Mark the checkbox for the companies you want to add to the bid form.

   5. Click Add Bidders when you are finished adding bidders to the Bid Template.
      Note: Bidders added to a Bid Template will NOT be notified.

   

7. Click Create.

Create From a Bid Package

1. Click the Actions dropdown menu.

2. Click From Bid Package.

3. Select a project from the 'Bid Packages' dropdown menu.

   • Note: Projects without bid packages cannot be used to create a bid package template.

4. Select a bid package from the project.

5. Under Add Content to Bid Templates select one of the following:

   • Bid Form Items and Bidders: Copies both the list of cost items and the invited companies from the original bid forms.

   • Only Bid Form Items: Copies only the list of cost items. Use this if you want to invite different companies to bid on the same scope of work.

   • Only Bidders: Copies only the list of invited companies. Use this if you are inviting the same group of companies to bid on a different scope of work.

6. Under 'Bid Forms', mark the checkboxes for the bid forms you want to copy.

7. Click Create.

   
   

• Create a Bid Package with Bid Management Enhanced Experience