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About Tender Management Enhanced Experience

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Table of Contents

Overview

Procore has released Tender Management Enhanced Experience, a streamlined experience for managing tenders in the Tendering tool. This experience includes features such as tender templates, tender forms, tender levelling, and an integration with the Procore Construction Network.

To get started, update your projects to the Enhanced Tender Management experience.

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Considerations

  • After you update a project to the new Tender Management experience, it cannot be switched back.

Details

Create Tender Templates

 In Beta

This feature is currently in beta for customers using the Enhanced Bid Management Experience. Follow these steps to opt in:

  1. Navigate to the Company level Admin tool.
  2. Under 'Project Settings', select Bidding.
  3. In the 'New! Template Collections (Beta)' banner, click Opt-In.
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  4. Review the beta participant terms and mark the checkbox to agree.
  5. Click Accept Terms to opt in.

Tender templates significantly reduce the time needed to create Tender Packages and Tender Forms. You can create templates for your tender forms and prospective tenderers to use in your projects. These templates include details such as line items, amounts, and included and excluded scope. Tenderer lists can encompass both companies and specific tender recipients.

You have the option to create new templates or convert an existing tender package into a template. When building tender packages for a project, simply select these templates to efficiently create your tender forms and tenderer lists. See Create Tender Templates.

Create and Manage 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. When creating a new tender form, you can add line items and sections to the 'Base Tender' and 'Alternates' sections. All line items added to the Base Tender and Alternates sections will be sent to any tenderers invited to the tender form. See Create a Tender Form and Import Tender Forms. 

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Invite Companies to Tender

After filling out the tender form, you can invite companies to tender on your project. Companies are pulled from the Company level Directory tool. Users in the United States and Canada can also invite tenderers from the Procore Construction Network. See Add Tenderers to a Tender Form. 

If a company is not yet in the Directory tool, you can create them. See Add a New Company to the Directory from the Tendering Tool and Add a New Contact to the Directory from the Tendering Tool.

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.

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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.

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

Similar to the original tender management experience, you can 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 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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Soft Award a Tender

If you don't want to create a contract yet, you can also "soft award" a tender by changing the Tender Status to 'Awarded'. See Soft Award a Tender.

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Common Questions

How do I opt in to the new Tender Management Experience?

You can enable the new experience on a project-by-project basis, or for all projects in your account. See How do I update to the new Tendering experience?

What is the difference between the old and new Tender Management experience?

Feature Comparison

Note: Additional features are planned and in development for Bid Management Enhanced Experience. 

See the table below for features available in the Legacy and Enhanced bid management experiences in the Bidding tool:

Action Legacy Experience Enhanced Experience
Create and Manage a Bid Package icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Create and Manage Bid Forms   icon-mindtouch-table-check2.png
Search for, Add, and Invite Bidders from the Company Directory icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Search for, Add, and Invite Bidders from the Procore Construction Network   icon-mindtouch-table-check2.png
Add New Companies and Contacts to the Directory from the Bidding Tool icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Compare Bids (Bid Leveling)   icon-mindtouch-table-check2.png
Resend a Bid Invitation to an Individual Bid Recipient   icon-mindtouch-table-check2.png
Download Bid Attachments from 'Bidders' Table   icon-mindtouch-table-check2.png
Inline Edit Bid Recipients from 'Bidders' Table   icon-mindtouch-table-check2.png
Send a Correspondence icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Award a Bid icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Soft Award a Bid   icon-mindtouch-table-check2.png
Convert an Awarded Bid to a Subcontract or Purchase Order icon-mindtouch-table-check2.png icon-mindtouch-table-check2.png
Bid Form Templates   planned for development

Process Changes

The table below describes processes that have changed or are completed in other areas of the tool. All other processes remain the same. 

Action Legacy Experience Enhanced Experience
Add and Invite Bidders

You can add and invite bidders after creating a bid package.

An 'Add Bidders' button is available at the top of the page.

After creating a bid package, you must create a bid form before you can add bidders.

An 'Add Bidders' button is available after creating the bid form. You can also add bidders from the 'Bidders' tab of the bid form, and the 'Bidding' tab of the bid package.
Open Company Directory to Access Bidder Info Click the company’s name from the 'Bidders' table From the table on the 'Bidding' or 'Bidders' tab, click the vertical ellipsis icon on a bidder row and select Company Directory.
Manage Bid Recipients

When inviting bidders, you can update recipients, but not add new contacts.

When adding bidders, you can add a new contact for companies that don't have any default bid contacts, but you can't manage the existing contacts.

Bid recipients can't be edited in the Bidder tables.

You can manage bid recipients and add new contacts when inviting, adding bidders, or from the 'Bidder' tables.
Filter and Group Bidders You can filter and group bidders by Cost Code and Trade. You can filter and sort bidders by options such as bid status, location, and business certifications. 
Send a Correspondence  You could send a correspondence from the Correspondence tab or from the Bulk Actions menu. You can send a correspondence from the Correspondence tab. You can select recipients by bid form.
Submit a Bid on Behalf of a Subcontractor Click the 'View' button from the 'Bidders' table to open the Bid Sheet tab. Click the bidders name from the table on the 'Bidding' or 'Bidders' tab to open the Bid modal.
Resend a Bid Invitation to an Individual You can't resend a bid invitation to an individual bid recipient unless you remove all other bid recipients from the company on the 'Reinvite Bidders' page.
Note: This is not recommended since it removes the recipients that you previously invited from the bidders table, along with their contact info.		 From the table in the 'Bidding' or 'Bidders' tab, you can click an email icon for an individual bid recipient and resend the invitation to them. 

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