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Procore (en-CA)

Complete Trade Setup Details for a Tender 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 fill out the Trade Setup page of the Tender Room in Portfolio Financials.

Background

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

Things to Consider

  • Required User Permissions:
    • 'Full access' to the project or higher.
  • Additional Information:
    • Important! Any information entered on the Trade Setup page, including files uploaded to the Documents section, will be visible to tenderers.

Prerequisites

Steps

  1. If you are not already on the Trade Setup page:
    1. Navigate to the Tender Room.
    2. Click Trade Setup
  2. Enter information for the following sections as appropriate:
    Note: An asterisk (*) indicates a required field. 
    • 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 tenderers will be submitting pricing on.
    • Description: The description field is the description for this particular tender. An RFP letter or description of the project scope can be written here for the tenderers.
      Note: This field can be copied over from the overall project description.
    • Schedule*: Select the date and time that the tender will be due. 
      Note: Tenderers will receive email notifications three days and one day before the due date to remind them to submit their tender.
      Important! If this is a sealed tender, the tender due date is also the date and time after which the tender room manager can unlock the tender. See How do I run a sealed tender process in Portfolio Financials?
      • Optional: You can add additional items on the schedule for your tenderers 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 tenderers know when you expect construction to be completed.
    • Tender Documents: The tender documents section is where you can upload any documents (such as drawings, floor plans, specifications and rules and regulations) that your tenderers will need in order to complete their tender. You can upload new files for your tenderers or copy from those that have already been uploaded to the project documents.
    • Tender Room Team: The Tender Room Team comprises the group of people on your team collaborating with you on a tender. Members of the Tender Room Team are automatically added to the project team and will be able to view and compare tender, post and answer RFIs, make changes to the tender form and award the winning tenderer. Members of the Tender Room Team will also receive email notifications around all activity in the Tender Room such as when tenderers post RFIs or submit tender.
      • Add members to the Tender Room Team as needed. For more information and steps, see Add a Member to the Tender Room Team.
         Caution
        The Tender Room Team is NOT where you invite tenderers; it is where you add colleagues that will manage and make changes to the tendering process.
  3. When you are done filling out the Trade Setup page, click Next to continue to the Tender Form setup page.