How do I create a new Bid Package for any trade and assign Bidders?

To start, access the Estimates module from the Main Menu. This is where you will find all your current estimates, and it’s essential to select the appropriate one for which you want to create a new bid package.

Once you’ve selected the estimate, navigate to the Bidding tab located on the left panel. This is where all bid-related functions are managed.

To create a new bid package, click the + Bid Package button, which is located on the top right of the Bidding tab. A pop-up window will appear, prompting you to enter key details for the bid package.

In the pop-up window, you’ll be working through several tabs within the bid creation process. Each tab allows you to input specific information to structure your bid package effectively.

Details Tab

In this tab, you’ll provide the main details for the bid package.

Title*: Enter a clear, descriptive title for the bid package.

Bidding Deadline*: Set the date and time by which the bidders need to submit their proposals.

Bid Manager*: Assign the individual responsible for managing the bid package.

Scope of Work: Clearly outline the work that needs to be performed, giving bidders enough context to prepare their bids accurately.

Status: Select the appropriate status for the bid (Draft, Final, Submitted, Closed). Keep the status as “Draft” until the bid package is complete. Once this is one, set it to Final as shown in the above screenshot.

Reminder Email: Set a reminder for bidders. For example, if you set “1”, a reminder email will be sent 1 day before the bidding deadline.

It’s critical to fill in these fields accurately as they define the basic structure of the bid package.

Items Tab

In this tab, you’ll add the line items that bidders will be pricing. Note that items cannot be added manually within the bid package. Instead, you’ll import them from the estimate tied to the bid package.

Click Add Item to add items to the bid package. A pop-up window will appear, displaying all sections and items from the estimate. Choose the items or sections you want to include in the bid package. Click Save to import the selected items into the bid package.

Terms Tab

In the Terms tab, you can add specific contractual terms for the bid package, ensuring transparency and clarity for bidders.

Inclusions: Specify any work or services that are included in the bid.

Exclusions: Clearly outline what is not included in the bid to prevent misunderstandings.

Clarifications: Provide any additional clarifications to help bidders understand the scope and requirements.

This information ensures that all parties are on the same page when it comes to project deliverables.

Files Tab

In the Files tab, you can attach any relevant documents, images, or plans that bidders might need to understand the project scope fully.

Bidders Tab

The final step in creating your bid package is selecting the bidders you want to invite. Contractor Foreman allows you to select bidders from your list of Vendors, Contractors, and Misc. Contacts, and Contacts By Service.

Click Add Bidder to add bidders to the bid package A pop-up will appear, showing lists of contractors, vendors, and miscellaneous contacts. Choose the relevant bidders from these lists and click save to add the bidders to the list for this bid package.

Once all details, items, terms, and bidders are set up, review the bid package to ensure everything is correct. When you’re ready to send it out, you will need to update the status from Draft to Final, but make sure that you have saved your progress. Once you have saved it, then move the bid package status to Final from either the progress hierarchy above or the details tab.

After finalizing the bid package, it’s time to send the invitation to bid (ITB) to the selected bidders. Go to the bidders tab of the bid package and click Send ITB to the right. This will send an invitation to all bidders, allowing them to review the bid package and submit their proposals. Alternatively, you can send individual invitations by clicking the mail icon next to each bidder’s name.

Once the bidders have submitted their proposals, their submissions will appear in the Bidders tab. You’ll be able to see each bidder’s pricing and other submission details.

Below each bidder’s name, there’s a drop-down menu where you can select the winning bidder. Simply click the dropdown and select Awarded to assign the bid package to that bidder. Click Save to finalize your decision.