Award a Bid and Convert it to a Subcontract or Purchase Order

With Procore, you now have the flexibility to choose whether to convert the original bid or the leveled bid version into a subcontract or purchase order. Once a bid (including a leveled bid) is awarded and converted, you can immediately email the resulting contract to the vendor.

If you don't want to create a contract yet, you can also "soft award" a bid. See Soft Award a Bid.

• Required User Permissions on the project's Bidding tool.

• Additional Information:

  • After the bid is successfully converted, the project's Commitments tool opens to the General tab of the new contract. The appropriate information from the winning bid is automatically copied over to the new contract.

  • For companies using the ERP Integrations tool: Show/Hide

    • The Convert to Contract buttons are supported.

    • Important! To sync data with your integrated ERP system, you must set the cost code's cost type on the contracts as follows. (See Which integrated ERP systems support the 'Cost Type' concept? for more information.)

    • Trimble® Spectrum: Use the default cost code cost type set up for Trimble® Spectrum during the implementation process.

    • Trimble® Vista: Navigate to the ERP Integrations tool, click Configure Settings , and then manually select a default cost code cost type for Trimble® Vista.

    • QuickBooks® Desktop: The cost type for subcontracts should always be set to Other 'O'.

    • QuickBooks® Online, Sage 100 Contractor®, Sage 300 CRE®, Xero™:

      1. Navigate to the ERP Integrations tool.

      2. Click Configure Settings .

      3. Manually select a default cost code cost type for the contract.

• The Commitments tool needs to be enabled in order to convert winning bids.

• At least one (1) bid must be submitted from an invited bidder.

When awarding a bid and converting it to a commitment, you can:

• Convert an Original Bid to a Commitment

• Convert a Leveled Bid to a Commitment

1. Navigate to the project's Bidding tool.

2. Click the name of the relevant bid package.

3. Click the name of the company you want to award the bid to.
   OR
   Click the vertical ellipsis icon next to the company and skip the next step.
   Note: The selected company must be in the 'Awarded' status.
   

   

4. Click the Award Bidder menu.

5. Select Convert to Purchase Order
   OR
   Select Convert to Subcontract.

6. Click Award and Convert.

7. Continue to Complete Commitment Details below.

1. Navigate to the project's Bidding tool.

2. Click the name of the relevant bid package.

3. Click the bid form name.

4. Click the Bid Leveling tab.

5. Click the Leveled Bids view.

6. Click the vertical ellipsis icon next to the name of the company you want award the bid to.

7. Select Convert to Subcontract
   OR
   Select Convert to Purchase Order

8. When the Award Bid & Convert Contract window opens, choose from the following:

   • Leveled Bid: Only includes the most recent bid adjustments, private line items and alternates.

   • Submitted Bid: Includes original bid submitted by or on behalf of your bidders.
     

     

9. Click Award and Convert.

1. In the 'General' tab of the contract, click the Schedule of Values tab. To learn more, see Schedule of Values.

2. To notify the company about the winning bid:

   1. Click Email Contract.

   2. In the Emails tab, complete the following information: Show/Hide Details

      • To: Select the names of the recipients.

      • CC: Select the names of the people who should be copied on the email.

      • Private: Mark the checkbox if you only want the recipients and users with 'Admin' level permission to the Commitments tool to see the email. This is the default setting.

      • Attachments: Add one or more files to the email message. If appropriate, it is recommended that you add your company's official contract form as an attachment.

      • Message: Type the body of your email message. It is recommended to provide clear instructions to your recipients with regards to how contracts and documents must be signed. Your message should also include a reminder to return the signed contract, which can conveniently be added as an attachment in their email response.
        Note: The email message will automatically include the contract details.

   3. When you are ready to email the contract, click Send.