What should I know about tendering in Portfolio Financials?

How do I revise a tender form?

See Edit a Bid Form for a Bid Room.

1. Navigate the relevant Tender Room.
2. Click Trade Setup.
3. Click Revise Tender Form.
   
   Notes: 
   • If vendors have already been invited to tender, they will receive an email notifying them that the tender form has been revised.
   • Tender forms can be edited even after vendors have been invited to tender and vendors have submitted tenders.
   • Tender forms cannot be edited after a tender as been awarded.

How do I change the tender due date?

See Edit Trade Setup Details for a Bid Room in Portfolio Financials.

1. Navigate the relevant Tender Room.
2. Click Trade Setup.
3. Scroll down to the Schedule section.
4. Hover over the current tender due date and click the pencil icon.
5. Select a new due date and click Save.
   Note: This will send an email notification to all tenderers of the revised tender due date.

Do vendors need to exist in Procore before I can invite them to tender?

No. They will be prompted to create login credentials when they are invited to tender on their first project. If they have previously been invited to tender on project through Portfolio Financials, they will be able to log in to their existing account as usual.

How do I invite additional tenderers after tenders are already sent out?

See Invite Bidders to a Bid Room.

1. Navigate the relevant Tender Room.
2. Click Manage Tenders.
3. Scroll down and click Invite More Tenderers.

How do I deselect a selected tenderer?

To deselect a tenderer that you have already selected (either intentionally or by accident), perform the following actions:

1. Navigate the relevant Tender Room.
2. Click the vertical ellipsis  icon next to the selected tenderer.
3. Click Deselect Tenderer.

Where can I find documents that the tenderers uploaded?

Any documents that bidders attached with their submission can be found in the 'Adjustments' section of the Compare Bids page, under 'Documents and Attachments'. See Compare Bids in a Bid Room.

What does % complete mean?

When you receive bids, you may notice that there is a 'Bid form % complete' associated with it. This percentage is calculated based on how many items you requested that they fill out (line items, alternates/unit prices/hourly rates, and bidding requirements), and how many they actually completed. For example, if a vendor's "requested items filled" status reads 27/27, this means their bid form is considered 100% complete. See View Bids in a Bid Room.

Why does the tender form completion percentage not add up to 100%?

If a vendor's tender appears as a percentage less than 100%, it means they have not fully completed the tender form. This means that they have likely done one or more of the following:

• Left a line item blank.
• Not checked off any tendering requirements.

If a line item needs to be left blank intentionally, filling in a zero will result in the line item appearing as complete, adding into the total completion percentage.

Can I unlock or unseal tenders early?

Yes, if you are running a sealed bid you can unlock bids before the bid due date. Typically, this is done if all bidders have successfully completed their bids before the bid due date. By default, sealed bids can be unlocked after the specified bid due date and time. See How do I run a sealed bid process in Portfolio Financials?

To unlock tenders early, you will need to change the tender due date to a date in the past. To change the tender due date:

1. Navigate to the Tender Room.
2. Click Trade Setup.
3. Scroll down to the schedule section.
4. Hover your mouse over the current tender due date and click the pencil icon.
5. Select a new due date and click Save.

See Also

• Tender Room