Saltar al contenido principal
Procore

Edit Trade Setup Details for a Bid Room in Portfolio Financials

 Note
The information in this tutorial applies to accounts with the Portfolio Financials product in Procore. Reach out to your Procore point of contact for more information. 

Objective

To edit details on the Trade Setup page of the Bid Room in Portfolio Financials.

Background

The Bid Room in Portfolio Financials is a shared portal between the owner and bidders. Before you can send and manage bids, you must set up the Bid Room. The Trade Setup page is where you will enter information and upload documentation so that your bidders can accurately submit their bids. 

Things to Consider

  • Required User Permissions:
    • 'Limited' access to the project or higher.
      Note: Users with 'Limited' access must be on the Bid Room Team for the project. 
  • Additional Information:
    • Important! Any information entered on the Trade Setup page, including files uploaded to the Documents section, will be visible to bidders.

Steps

  1. Navigate to the relevant Bid Room.
  2. Click the Trade Setup tab.
  3. Update the information for the following sections as necessary.
    • Square Footage: This field is optional, as not all projects have square footage. This number can be copied over from the overall project square footage or entered manually.
      Note: If a value is entered, this will be the amount of square footage your bidders will be submitting pricing on.
    • Description: The description field is the description for this particular bid. An RFP letter or description of the project scope can be written here for the bidders.
      Note: This field can be copied over from the overall project description.
    • Schedule: Select the date and time that the bid will be due. 
      Note: Bidders will receive email notifications three days and one day before the due date to remind them to submit their bids.
      Important! If this is a sealed bid, the bid due date is also the date and time after which the bid room manager can unlock the bids. See How do I run a sealed bid process in Portfolio Financials?
      • Optional: You can add additional items on the schedule for your bidders to keep them in the loop about your project's timeline. For example, you might want to include a tenant move-in date to let your bidders know when you expect construction to be completed.
  4. To update the Bid Documents and Bid Room Team sections, see the steps below:

Bid Documents

The bid documents section is where you can upload any documents (such as drawings, floor plans, specifications, and rules and regulations) that your bidders will need in order to complete their bids. You can upload new files for your bidders, or copy from those that have already been uploaded to the project documents.

To upload new files into the Bid Room:

  1. Click Add New Files.
  2. Locate and select the files you want to upload.

To import project folders and documents to the Bid Room:

  1. Click Add New Files.
  2. Select the files you want to import to the bid room. A green check mark will appear next to selected items.
  3. Click Add.
    Note: If you upload any new documents during the bidding process after bidders have been invited, your bidders will be notified of your changes via email.

Bid Room Team

The bid documents section is where you can upload any documents (such as drawings, floor plans, specifications, and rules and regulations) that your bidders will need in order to complete their bids. You can upload new files for your bidders, or copy from those that have already been uploaded to the project documents.

To upload new files into the Bid Room:

  1. Click Add New Files.
  2. Locate and select the files you want to upload.

To import project folders and documents to the Bid Room:

  1. Click Add New Files.
  2. Select the files you want to import to the bid room. A green check mark will appear next to selected items.
  3. Click Add.
    Note: If you upload any new documents during the bidding process after bidders have been invited, your bidders will be notified of your changes via email.