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Tendering: Tender Management Enhanced Experience

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This announcement represents a single point in time. Future releases may impact the information below.
Updated: March 02, 2023

New Tender Management Experience

A new and enhanced tender management experience is being introduced into Procore's Tendering tool. This experience includes features such as tender forms, tender levelling and an integration with the Procore Construction Network. Until the new experience is made available for all Procore accounts, you can enable it on a project-by-project basis or for all projects in your account.

To learn how to opt in to the new Tender Management experience, see the How do I opt in to the new Tendering experience? section below.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

 

 

Create and Manage Custom Tender Forms

Tender forms make it easier to break down scope and cost information and help to standardise the responses that are being received from tenderers. In addition, the use of tender forms allows for tender levelling on submitted tenders. See Create a Tender Form.

Details

  • There can be multiple tender forms per tender package.
  • You can preview the tender form before sending it out.
  • Tenderers will be able to add their own inclusions, exclusions, comments and attachments to their tender submissions.
  • If you create a new company on the Tenderers tab, the contact will be added to the Company level Directory tool.

Overview

When creating a new tender form, you can add line items and details to the 'Base Tender' and 'Alternates' sections on the Tender Form tab. All line items added to the Base Tender and Alternates sections will be sent to any tenderers invited to the tender form.
Note: You can add additional sections to Base Tender and Alternates.

create-bid-form-base-bid.png

After filling out the necessary information, you can add tenderers on the Tenderers tab. See Find and Invite Tenderers to a Tender Form.

bid-form-bidders-tab.png

Companies are pulled from the Company level Directory tool. If a company is not yet in the Directory tool, you can click Add Company on the Tenderers tab to add them as a new contact.

bid-form-add-new-company.png

When you are ready to invite the tenderers to tender, you can click Invite from the drop-down menu or the 'Invite Outstanding Tenderers' banner.

bid-form-invite.png

 

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Level and Compare Submitted Tenders

The Tender Levelling feature for tender forms in the Tendering tool allows you to compare tenders side by side so that you can more easily decide who to award a contract to. See Level Tenders for a Tender Form for more information.

Details

  • You can level and compare tenders after tenders have submitted for a tender form.
  • You can configure columns (choose from 3 different row heights and show or hide columns) and export the tender levelling data to a CSV file.

Overview

To begin comparing tenders, click the Tender Levelling tab for the relevant tender form.

view-bid-leveling-tab.png

Tenders are shown side by side, with the submitted values aggregated. Depending on the amount of data and the size of your browser window, you may need to scroll to the right to view additional data.

bid-leveling.png

Click Configure Columns to choose which columns you want to see and also adjust the size if needed.

 

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Award a Tender and Convert it to a Subcontract or Purchase Order

Similar to the original Tendering experience, you can now award a tender and convert it to a contract in the project's Commitments tool. See Award a Tender and Convert it to a Subcontract or Purchase Order.

After you have decided who to award the tender to, you can click the Award Tenderer drop-down menu, which is visible after clicking the tenderer company name or in the table view as shown below.

bidding-award-bidder-menu.png

After you select the type of contract you want to convert the tender to, you'll be directed to the Schedule of Values tab in the project's Commitments tool, where you can then email out the contract.

 

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Find and Invite Companies from the Procore Construction Network

 In Beta
This feature is currently in beta.

As part of the new tender management experience, tender solicitors can search through the Procore Construction Network to find additional companies to invite to tender on a project. See Find and Invite Tenderers from the Procore Construction Network.

Instead of only being able to invite contacts that already exist in your company's Directory in Procore to tender, you can discover and choose from thousands of companies across the Procore Construction Network.

Overview

  • The following information is shown for each company, based on their information in the Construction Network: Primary Address, Doing Business As, Website and Provided Services.

  • You can use the search bar to find specific companies and use the Filters option to filter results by the following details: Project Location, Provided Services, Company Type and Construction Sector.
  • Companies from the Procore Construction Network that you invite to tender will be added to the Company level Directory in Procore. You can choose to edit tender contacts in the Directory tool later if needed.

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How do I opt in to the new Tendering experience?

The new tender management experience can be enabled on specific projects or all projects on the account.

  • Users with 'Admin' permissions to a project's Tendering tool can enable the experience at the Project level for that particular project.
  • Only Company level Admin users can enable the experience for all projects in the account.

Note: If you run into an error message that you need to update cost codes, see the What if I get an error message that I need to add missing cost codes? section below.

 Warning

Updating projects to the new tender management experience is final. After you agree to the terms and confirm that you want to update, projects cannot be switched back to the legacy experience.

If you want to try out the new experience, we recommend enabling it within a specific project as opposed to enabling it for all projects.

Enable for a specific Project

  1. Navigate to the project's Tendering tool.
    An 'Introducing Tender Management Enhanced Experience' banner is shown at the top of the page describing the new tendering experience.
    bid-mgmt-2.0-beta-banner.png
  2. Click Review Terms.
  3. Read the message explaining the beta.
  4. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  5. Read through the 'Procore Beta Participant Agreement'.
  6. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
  7. Read the message explaining how the update will work.
  8. If you are certain you want to update to the new experience, click Update.
    The project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing tender packages during this time to avoid any potential of data loss.

Enable for All Projects

 Caution
Only enable the new experience at the Company level if you are certain you want to update ALL projects on the account to the new experience. Projects cannot be switched back to the legacy experience after agreeing to update.
  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Tendering.
    An 'Introducing Tender Management Enhanced Experience' banner is shown at the top of the page describing the new tendering experience.
    bid-mgmt-2.0-beta-banner.png
  3. Click Review Terms.
  4. Read the message explaining the beta.
  5. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  6. Read through the 'Procore Beta Participant Agreement'.
  7. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
     
  8. Read the message explaining how the update will work.
  9. If you are certain you want to update to the new experience, click Update.
    Each project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing tender packages during this time to avoid any potential of data loss.

What if I get an error message that I need to add missing cost codes?

If a Procore project has any tender packages with line items that are missing cost codes, the project cannot be updated to Tender Management Enhanced Experience. When you begin the process of joining the beta to migrate to the new experience, you will see an error message that you need to update cost codes.

This may be a result of the following situations:

  • A tenderer submitted a tender, but did not select a cost code for one or more line items in the Planroom tool.
  • A tender solicitor deleted a cost code that was previously used in a tender.

Steps

From the Project Level

  1. Navigate to the project's Tendering tool.
  2. Click Review Terms in the 'Introducing Tender Management Enhanced Experience' banner.

    bidding-2.0-beta-banner.pngIf the project is missing cost codes for tender line items, you will see an 'Action Required to Tender Packages' error message.
     
  3. Choose whether you want to automatically assign one cost code to all affected line items or add them all manually:
    • Automatic:
      1. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      2. Click Next.
        Procore will automatically add the missing cost codes for all affected tender packages and you will be taken to the 'Accept Terms' page for the beta.
    • Manual:
      1. We recommend opening the Tendering tool in a new tab so that you can refer back to the list of affected tender packages and companies.
      2. Click View on an affected tender package.
      3. On the Tenderers tab, click View on the company that is missing cost codes.
      4. In the Tender Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected tender package. After adding the necessary cost codes, the tender package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again).

From the Company Level

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Tendering.
  3. Click Review Terms in the 'Introducing Tender Management 2.0' banner.

    bidding-2.0-beta-banner.pngIf any project is missing cost codes for tender line items, you will see an 'Action Required to Update Projects' error message with a list of affected projects.
     
  4. Choose whether you want to automatically assign one cost code to all affected line items or add them all manually:
    • Automatic:
      1. Click the name of the project.
        This will direct you to the 'Add Missing Cost Codes' page for the project.
      2. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      3. Click Next.
        Procore will automatically add the missing cost codes for all affected tender packages.
      4. Return to the Review Terms page and repeat this process for each project that is listed.
      5. After all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta.
    • Manual:
      1. We recommend opening the Tendering tool in a new tab so that you can refer back to the list of affected projects. Right-click on a project name to open the project's Tendering tool in a new tab.
      2. Click View on an affected tender package.
      3. On the Tenderers tab, click View on the company that is missing cost codes.
      4. In the Tender Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected tender package and project. After adding the necessary cost codes, the tender package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again). When all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta.

 

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FAQ

Why use Tender Forms?

Tender forms make it easier to break down scope and cost information and help to standardise the responses that are being received from tenderers. In addition, the use of tender forms allows for tender levelling on submitted tenders.

What permissions are required to view a tender form?

Users must have 'Read Only' or higher level permissions to the project's Tendering tool and be added to the 'Bidding CC Group'.

Can I modify the columns on a tender form?

Yes. You can adjust the sizing of the columns and pin them to a certain side. See Modify Columns on a Tender Form.

Can I Switch back to the old tendering experience?

No. Once you update a project to the new experience, it cannot be switched back.

Will more features be added?

Yes. The new tendering experience is still is a beta phase and additional features are planned for development.
 

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