Create a Bid Package with Bid Management Enhanced Experience

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.

• Required User 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.

• Update to the New Bid Management Experience

1. Navigate to the project's Bidding tool.

2. Click + Create Bid Package.

3. Enter the following information:

   • Information Afficher/Masquer

     • Name*: Enter a name for your bid package. This name appears on the Bidding tool's list page and in the invitation email sent to bidders.

     • Number: Enter a number for your bid package. If you have existing bid packages, this field automatically fills with the next sequential number.

     • Status: Select one of the following options from the drop-down menu:

       • 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*: Choose a primary contact to show as the sender of the bid invitation.

       • The Primary Bidding Contact receives all bid emails and appears as the main contact instead of the bd package creator.

     • Bid Submission Notifications: Add members to this list to notify them 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 Afficher/Masquer

     • 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.

       • 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.

     • Pre-Bid Meeting Date: Set a pre-bid meeting date.

       • Address: Enter pre-bid meeting address.

       • Online Meeting Link: Enter online meeting link if available.

       • Notes: Enter any pre-bid meeting notes.

     • Site Walkthrough Date: Set the Walkthrough date.

       • Notes: Enter any relevant information about the walkthrough.

   • Invitation to Bid Afficher/Masquer

     • 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.

       • Set a default for both the Project Description and Bidding Instructions fields in the Company Admin tool to auto-populate each time you create a bid package. See Set the Default Company Bidding Configuration.

   • General SettingsAfficher/Masquer

     • Flexible Bid Due Date: Select the box to accept bid submissions past the due date.

       • You can also enable late submissions for all project bid packages. See Configure Advanced Settings: Bidding for more information.

       • Bid Documents: Select the box to include documents as downloadable files in the invitation to bid email.

         • You can also include documents as downloadable files for all project bid packages. See Configure Advanced Settings: Bidding for more information.

       • Bid Reminder Emails: Enter the number of days before the bid due date to start sending reminder emails.

         • This setting also configures the frequency of NDA reminder emails.

         • You can also enable bid reminder and NDA reminder emails for all project bid packages. See Configure Advanced Settings: Bidding for more information.

       • Offline Bids: Enabling this setting blocks all bidding methods. Bidders will not be able to reply to Invitation to Bid emails or submit bids from the Planroom and Bid Board tools in Procore.

       • Bid Submission Confirmation Message: Enter a message that will be sent to bidders once they submit their bid.

         • 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.

       • Bid Form: Unit & Quantity Locking: Set default bid form behavior for Unit and Quantity line items. When locked, bidders can't edit the quanitity or unit of measure for all line items on the bid form.

         • Base Bid: Select Lock a Quantity and/or Lock Unit of Measure.

         • Alternates: Select Lock a Quantity and/or Lock Unit of Measure.

   • Privacy and Visibility SettingsAfficher/Masquer

     • 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.

       • Public Bid Opening Details:

         • Date: Enter public bid opening date.

         • Online Meeting Link: Enter online meeting link if available.

         • Address: Enter address if available.

       • You can also enable blind bidding for all project bid packages. See Configure Advanced Settings: Bidding for more information.

       • 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 Show project name before NDA is signed box.

           • 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.

       • Public Discovery: Select the box to enable public discovery.

         • Once enabled your bid package will be listed on the Procore Construction Network, making it searchable to thousands of external vendors. See Enable Public Discovery for more information.

         • Procore Construction Network Project Details: Complete the fields below to help subcontractors find your project on the network.

           • Trades and Services

           • Business Classifications

           • Funding Type

           • Check the Location Visibility for NDA Projects box to allow city and state to appear in public search results for NDA projects. Full address will not be shown.

Attach Bid Documents

1. On the Attach Files page, add files from the following tools as necessary.

   • Drawings

   • Documents

   • Specifications

   • Regional Availability

     The Document Management tool is available in select countries. It is not yet available for Procore accounts in the U.S. To learn more, please reach out to your Procore point of contact.

     • Document Management

2. Click Attach Files.

• Create a bid form before you can add bidders. See Create a Bid Form and Add Bidders to a Bid Form.