Bid Packages allow you to request quotations from vendors and subcontractors directly from a project. Each bid package can include project documents, bid forms, and line items, making it easy to collect, compare, and manage pricing from multiple companies.
Prerequisite: Before creating a bid package, at least one Job must exist in the project. Refer to the Jobs Overview guide for instructions on creating a job.
Creating a Bid Package
Open the project where you want to create the bid package.
In the project toolbar, select Preconstruction > Bids.
Click Create Bid Package.
Enter the bid package information:
Bid Package Number is automatically assigned.
Enter a Name.
Select a Primary Bid Contact. This contact's information will be visible to invited vendors.
Set the following dates:
Bid Due Date
Site Walkthrough Date
RFI Deadline Date
Anticipated Award Date
Enter the Bid Description and Bid Instructions.
These are included in the invitation email sent to vendors.
Default text can be configured and edited for each bid package.
Attach any supporting files.
Click Next.
Adding Bid Forms and Line Items
Select any Forms you want vendors to complete as part of their submission.
Forms are created in the workspace Forms section.
Add the Cost Code line items you want vendors to price.
For each line item:
Select the appropriate Cost Code.
Select the applicable Cost Type (for example, a subcontract is typically a Commitment cost type).
Enter any additional information in the Description field.
Add additional line items as needed.
Click Next.
Inviting Companies
Select the companies you want to invite.
Use the available filters to narrow the list by:
Company Type
Labor Type
Discipline
City
Province
Country
Select the companies to invite.
A company must have at least one contact assigned to it before it can be invited.
Click Save Package or Save and Create Another.
Viewing a Bid Package
After a bid package has been created, click its name to open it.
The bid package includes several tabs:
Comments
Use Comments to communicate with invited vendors and share additional files.
Vendors can view these messages but cannot reply through the Comments tab.
Invited Companies
The Invited Companies tab displays:
All invited companies
Each company's current bid status
Submitted bids
By default, invited companies show a status of No Response. As vendors respond and submit bids, their status is updated. Select a company to view its submitted bid in detail.
Bill of Quantities (BoQs)
The Bill of Quantities tab displays all line items added to the bid package.
As bids are received, Buildend aligns vendor pricing and responses to bid form questions side by side, making it easy to compare quotations.
Sending Bid Invitations
Creating a bid package does not automatically send invitations.
To send invitations:
Open the bid package.
Click Send Invite in the top-right corner.
The selected companies will receive the bid invitation email.
Editing a Bid Package
To update an existing bid package:
Open the bid package.
Click Edit Bid Package.
Update the required information or upload additional files.
Click Next until you reach the final page.
Click Edit Bid Package to save your changes.
After saving, Buildend will ask whether you want to notify all invited vendors that the bid package has been updated.
Managing Bid Package Workflows
Bid Packages support internal approval workflows. Workflow configurations vary by organization, but a typical process is:
Sent after invitations have been issued.
Closed after bids have been received, preventing additional responses.
Vendor Access
Invited vendors do not need to be members of the project to submit bids. Instead, all bid packages they have been invited to participate in are available through the Bid Boards section in the top toolbar.
Best Practice
We recommend creating one bid package per discipline (for example, Concrete, Electrical, or Mechanical). This makes it easier to manage vendor communications and compare quotations for each trade independently.