Skip to main content
Procore

Create a Tender Package with Tender Management Enhanced Experience

  1. Last updated
  2. Save as PDF

 

 Note
The content below describes functionality that is part of the new Tender Management Enhanced Experience. See About Tender Management Enhanced Experience.

Background

The Enhanced Tender Management experience for creating a tender package is designed to streamline your workflow. It focuses on simplifying the creation of the tender 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.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Tendering tool. 
  • Additional Information:
    • The project does not have to be in a Tendering stage to create a tender package.
    • 'Admin' level permissions are required in order to be assigned as a Primary Tendering Contact.

Steps

  1. Navigate to the project's Tendering tool.
  2. Click + Create Tender Package.
  3. Enter the following information:
    • Information:
      • Name*: Enter a name for your tender package. 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.
      • Primary Tendering Contact*: Specify a primary contact from whose name you want the tender invitation to be sent.
        • The Primary Tendering Contact will be listed on all tender correspondence and receive all tender-related emails instead of the tender package creator.
      • Tender Submission Notifications: Add members to this list who will be notified when tenders are submitted.
        • Users with 'Read Only' or 'Standard' permissions will receive tender package access when added to the Tender Submission Notifications field.
    • Dates:
      • Tender Due Date*: Set the date and time when this tender will be due. If the tender is extended, immediately change the date so tenderers can enter amounts. 
        Note: You can check the 'To be determined' checkbox if the tender due date is undetermined.
      • RFI Deadline: Set an RFI deadline date.
      • Anticipated Award Date: Set an anticipated award date.
      • Site Walkthrough Date: Set the Walkthrough date.
        • Walkthrough Notes: Enter any relevant information about the walkthrough.
    • Invitation to Tender:
      • Project Description*: Enter a description that will appear on the invitation email that is sent to invited tenderers.
      • Tendering Instructions*: Enter Tender instructions and a link to Procore's Tendering Support page for tenderers to quickly find document download guidance.
    • General Settings: 
      • Flexible Tender Due Date: Select the box to accept tender submissions past the due date. 
      • Tender Documents: Select the box to include documents as downloadable files in the invitation to tender email.
      • Tender Reminder Emails: Enter the number of days before the tender due date to start sending reminder emails.
        • Tender Reminder Emails are sent at 11:30AM UTC (3:30AM PST) daily.
        • You can also enable tender reminder emails for all project tender packages. See Configure Advanced Settings: Tendering for more information. 
      • Offline Tenders: Select the box to only allow offline tender submissions.
        Note: Tenderers will not be able to submit tenders in Procore when this setting is enabled.
      • Tender Submission Confirmation Message: Enter a message that will be sent to tenderers once they submit their tender.
        Note: Set a default for this field in Company Admin tool to auto-populate each time you create a tender package. See Set the Default Company Tendering Configuration.
    • Privacy and Visibility Settings: 
      • Blind Tendering: Select the box to enable Blind Tendering. Blind tendering hides all tenders until the Tender Due Date passes. See What is blind tendering?
        • Once enabled, you have the option to select a Manager. Assigning a manager will bypass the Tender Due Date and allow the manager to reveal the tenders at any time.
      • Non-Disclosure Agreement (NDA): Select the box to Require an NDA. Tenderers 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 box next to Show project name before NDA is signed. This allows tenderers 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.

Attach Tender Documents

 Important
Tender packages containing more than 100,000 files may lead to degraded application performance.

Note: We recommend creating a designated folder in the project's Documents tool to upload tender documents to. See Create a Folder. You can create unlimited subfolders for each tender package and upload the relevant documents into each area. See Upload Tender Documents or Upload Files or Folders to the Project Level Documents Tool.

  1. On the Attach Files page, add files from the following tools as necessary.
    • Drawings: 
      1. Click Drawings.
      2. Select Current or Drawing Sets.
      3. Select the checkbox next to the drawings that you want to attach.
        • 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 change the view to either List View or Thumbnail View when selecting drawings. 
        • You can filter drawings by Set, Discipline or Keyword Search.
    • Documents: 
      1. Click Documents.
      2. Select the checkbox next to the files and folders that you want to include in the tender package.
    • Specifications: 
      1. Click Specifications.
      2. Click Current Specs or Spec Sets.
      3. Select the checkbox next to the Specifications folders or individual specifications that you want to attach.
        Note: If the Specifications tool is enabled, this menu populates with spec sections and displays as a link upon saving. If the Specifications tool is disabled, the menu populates with values from the Project Admin tool.
  2. Click Attach Files.

Next Steps