Create a Bid Form

Bid forms make it easier to break down scope and cost information and help to standardize the responses that are being received from bidders. They can also help you better assess coverage by allowing you to customize how you organize your bidders.

• Required User Permissions on the project's Bidding tool.

• Additional Information:

  • When you add a Vendor as a Bidder, every user on that company's user list will have access to view the bid. See Add a User to a Company in the Company Directory.

  • Companies added from the Procore Construction Network are automatically added to your Directory. See What happens when companies and users are added from the Procore Construction Network to the Company Directory?

  • Use sections to organize line items or to group different trades on a single bid form.

  • List standard items in the Base Bid section. Use the Alternates section for substitutions or options.

• Create a Bid Package with Bid Management Enhanced Experience

1. Navigate to the project's Bidding tool.

2. Click the name of the relevant bid package.

3. Click the Bid Forms dropdown menu.

4. Under 'Create Bid Forms', select one of the following;

   • New: See steps below.

   • From Template: See Copy Bid Forms from a Template Collection.

   • From Bid Package: See Copy Bid Forms from a Previous Bid Package.

   • From CSV: See Import Bid Forms to the Bidding Tool.

5. In the Name field, enter a name for the bid form.

   • As you type, Procore suggests names based on your company’s trades and cost codes. If you haven't set up custom trades, Procore provides a list of industry standards.

6. Unit & Quantity Lock: 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 Quantity and/or Lock Unit of Measure.

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

7. Fill out your bid form by adding line items to the Base Bid and Alternates areas as necessary. See the Add Line Items section below.

8. If you want to save your bid form before adding line items:

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

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

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.

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.

After inviting companies to bid with bid forms, you can compare bids side-by-side with the Bid Leveling feature. See Level Bids for a Bid Form.