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Procore (en-CA)

Set Up 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 set up a 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.

Things to Consider

  • Required User Permissions:
    • 'Full access' to the project or higher.
  • Additional Information:

Prerequisites

  • A cost item must be created in the Cost Tracker on the Project Page. 

Steps

Add a Tender Room
  1. Scroll to the Cost Tracker section of the Project Page. 
  2. Click the arrow portfolio-financials-arrow.png icon next to a cost item.
  3. Click Tender Out
    Note: If your organization has the 'Sealed Tendering' feature  enabled by Procore, you can choose whether you want this to be a sealed tender process. See How do I run a sealed tender process in Portfolio Financials?
Trade Setup

The Trade Setup page is where you will enter information and upload documentation so that your tenderers can accurately submit their tender. 

 Important
Any information entered on the Trade Setup page, including files uploaded to the Documents section, will be visible to tenderers.
  1. 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.
      • To upload new files into the Tender Room:
        1. Click Add New Files.
        2. Locate and select the files you want to upload.
      • To import folders and documents from your project into the Tender Room:
        • Click Add New Files.
        • Select the files you want to import to the tender room. A green check mark will appear next to selected items.
        • Click Add.
          Note: If you upload any new documents during the tendering process after tenderers have been invited, your tenderers will be notified of your changes via email.
    • Tender Room Team: The Tender Room Team comprises the group of people on your team collaborating with you on this tender. Members of the tender room team are automatically added to the project team. The tender room team will be able to view and compare tender, post and answer RFIs, make changes to the tender form and award the winning tenderer. All members of the team will also receive email notifications around all activity in the tender room such as when tenderers post RFIs or submit tender.
      Note: The user who sets up the tender room is automatically designated as the Tender Room Manager. The only difference between this role and those with 'Full Access' is that the manager can unlock tender in a sealed tender process. See How do I run a sealed tender process in Portfolio Financials?
       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. 
      • To add new people to the Tender Room Team:
        1. Click the plus  button.
          plus-button-invite.png
          Note: A list of colleagues with Portfolio Financials accounts are available to select. If you have had an external consultant collaborate with you on the tendering process in Portfolio Financials previously, they will also be available to select.
        2. Mark the checkbox next to the names of the team members you want to add.
          Tip! Mark the checkbox next to Notify via email to send an email notification to the people you are inviting.
        3. Click Add.
        4. Optional: If you want to invite a collaborator to the Tender Room Team who does not yet have an account in Portfolio Financials:
          1. Click + Invite New Team Member.
          2. Enter the person's first name, last name and email address.
          3. Click the Tender Room Permissions drop-down menu:
            • Select 'Hide Tendering Info' permissions if you do not want to share the financial information of the tender with them. This will allow them to still receive emails and answer RFIs.
              OR
            • Select 'Full Access' if you want them to be able to fully collaborate on this tender.
          4. Tip! Mark the checkbox next to Notify via email to send an email notification to the people you are inviting.
          5. Click Send Invite
  2. When you are done filling out the Trade Setup page, click Next to continue to the Tender Form setup page.