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Procore Support (en-au)

Create a Tender Package

Objective

To create a tender package using the project's Tendering tool.

Background

Procore's Tender Management Tool allows companies to distribute tender documents, manage tender lists and invite tenderers via email. Once invited, tenderers can register in to Procore to retrieve tender documents and submit their tender.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Tendering tool.
  • Additional Information:
    • The project can be in any stage of construction to create a tender package and for your subs to respond to a tender.
    • Users can only see a tender that they are on the tender list for and have been invited to. 

Prerequisites

  • Complete the steps in Configure Advanced Settings: Tendering.
  • Create a folder in your Documents tool for your tender documents and drawings (for example, ‘Tender Documents’). Underneath this folder, you can create unlimited subfolders for each tender package and upload the relevant documents into each.
    • Only folders and subfolders that have files in them will be available to download using the download link in the invitation email.
    • To see how to create a folder using your Documents tool, see Create a Folder.

Video

Steps

  1. Navigate to the project's Tendering tool.
  2. Click Create Tender Package.
  3. Enter the following information:
    Note: Required fields are indicated by an asterisk (*).
  • General Information
    • *Title of Package: Enter a title for your tender package (e.g. Plumbing). This will show up on the Tendering tool’s list page and in the email that your subcontractors will receive.
    • Number: Enter a number for your tender package. If you have existing tender packages, this field will populate with the next number in the sequence.
    • Status: Select ‘Open’ if the tender package is still in progress. Select ‘Closed’ if the tender has been awarded and closed. Once a tender is 'Closed', tenderers will be unable to see the tender information.
    • *Tender Due Date: Set the date and time when this tender will be due. If you receive authorization to extend the tender, you'll have to change the Tender Due Date to reflect this; otherwise, tenderers may not be able to enter their amounts if they're attempting to enter their quotes after the initial tender due date.
      You may enable the option to allow tender submissions after the due date. See Configure Advanced Settings: Tendering for more information. This will appear on the invitation email your subcontractors will receive. 
      Note: You can check the 'To be determined' checkbox if the tender due date is undetermined.
    • *Tender Sheet Accounting Method: Choose whether you would like an Amount Based or Unit/Quantity Based accounting method on your Tender Sheet.
    • Disable Itemized Tendering: Check this box if you want to allow tenderers to submit tender that are not itemized, which changes tendering from the line item specific tendering to one lump sum.
      Notes:
      • This option will only be available if you selected Amount Based as your Tender Sheet Accounting Method. 
      • If enabled, cost codes will be disabled on the tender package.
    • *Primary Tendering Contact: Choose to send tender invitation emails from a personal name or from "Procore Mailer". In both cases, tenderers will receive tender invitations from Procore's automated email address (notifications@procoretech.com). To change the first part of the automated email address (e.g. notifications), reach out to your Procore point of contact.
      Note: If you choose to send from a personal name, the primary contact's name will show on the tender invitation and any correspondence as well as receive all tender emails instead of the tender package creator.
    • Tendering CC Group: Add members to this list who will be notified when tender are submitted.
      Note: Users must be added to the Tendering CC Group to act on tender notes. See Add Notes to Tender List.
    • Project Description: Enter a description that will appear on the invitation email that is sent to invited tenderers.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a tender package. See Set the Default Company Tendering Configuration.
    • Tendering Instructions: Enter instructions that will show on the Tender Sheet and include a link to Procore's Tendering Support page to provide tenderers with quick access on how to download tender documents.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a tender package. See Set the Default Company Tendering Configuration.
  • Pre-Tender Information
    • RFI Deadline: Click to enable a pre-tender RFI deadline. Set a date and time.
    • Site Walkthrough: Click to enable pre-tender Walkthrough. Set a date and time.
    • Walkthrough Notes: Enter any relevant information about the walkthrough.
  • Advance Settings
    • Anticipated Award Date: Set an anticipated award date for the package. This date will display on the Tender sheet.
    • Countdown Email(s): Click to enable daily countdown emails being sent to all tenderers who have not declined to tender, starting at the specified number of days prior to the due date.
    • Accept Submissions past Due Date: Click if you would like to allow users to submit tender submissions after the specified due date.
    • Enable Blind Tendering: Click if you do not want to see any tender amounts or receive any notification emails when tender are placed until the due date. See What is blind tendering?
    • Disable Electronic Submission of Tender: Click on for projects that do not allow subcontractors to submit tender electronically.
    • Include Tender Documents: Click if you want to include the Tender documents as downloadable files in the Tender Package invitation email.  
    • Tender Submission Confirmation Message: Enter a message that will be sent to tenderers once they submit their tender.
      Note: You can set a default for this field in the Company Admin tool to have them pre-populate each time you create a tender package. See Set the Default Company Tendering Configuration.
  1. Click Create Tender Package.

Attach Tender Documents
Note: You can Skip or go Back a step.

  1. Select the individual files and/or folders you want to be added to the tender package from the following:
  • Drawings: In the module, select Drawings. Mark the checkbox next to the folder(s) and/or individual drawing(s) you want to attach.
    Notes:
    • If you have Drawing Areas enabled, you can only select drawings from one Drawing Area at a time. See Enable or Disable Drawings Areas for more information.
    • You can filter drawings by Set, Discipline or Keyword Search.
    • You can change the view to either Tree View or Thumbnail View (thumbnail or tree view.jpg) when selecting drawings.
  • Documents: In the module, select Documents and mark the checkbox next to the folder(s) and/or individual document(s) you want to include in the tender package.
  • Specifications: In the module, select Specifications and mark the checkbox next to the Specifications folder(s) and/or individual specification(s) you want to attach.
    Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool and it will display as a link upon saving the tender package. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.
  1. Click Attach Files.

Add Tenderers
Note: You can Skip or go Back a step.

  1. Select your tenderers from the following ways:
  2. Click Add Tenderers.
    You are directed to the Tenderers tab of the tender package.

Next Steps


Once you invite users to tender on your project, the information you filled out here will be sent via email to those users. The information will appear like this: 

 

1 tender invitee email part 1.jpg
1 part 2 tender invitee email.jpg

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