Loading bid projects…Your projects appear here once the board connects.
No project selectedCreate a project with “+ New project”, then add its document link and invite bidders.
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| Template | Bid package / trade | Email type | Subject | |
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Running a bid from start to finish
Documents live on the SSE Bid Room SharePoint site (sselectriccom.sharepoint.com/sites/SSEBidRoom › Documents). This board stores its records in lists on the same site (BidProjects, Bidders, BidInvites, BidAddenda), so anyone with access to the site sees the same data.
- Create the project folder. In the SSE Bid Room site’s Documents library, copy _TEMPLATE - Copy for New Project and rename it like B-0414-2026 Petrillo Residence.
- Load the documents. Put plans, specs, addenda and the scope sheet in the subfolders of 1 - BID DOCUMENTS. Keep quotes and your estimate in 2 - INTERNAL.
- Make the bidder link. In SharePoint or OneDrive on the web, right-click 1 - BID DOCUMENTS (Share with Bidders) › Share › Link settings › Anyone with the link › Can view. Set an expiration date after the bid date. Copy the link. Bidders can then click “Download” to get a zip of everything.
- Add the project here. “+ New project”, fill in due date and paste the link.
- Invite bidders. “Add bidders” picks from the directory by trade. “Write email” › choose the bid package; the matching template from the Email Templates tab builds the invitation with every detail and the BCC list. Click “Create Outlook draft”, review it in Outlook and send.
- Track responses. Change each bidder’s status as they reply (Will Bid, Declined, Quote Received) and enter quote amounts. The lowest quote per trade is highlighted green.
- Level the quotes. Save each quote PDF in 2 - INTERNAL › Quotes Received › (bid package). On the project, “+ New leveling sheet” compares quotes side by side with plugs for missing scope, or ask Claude to read the PDFs and fill the sheet for you.
- Issue addenda. Drop the addendum in 03 Addenda (same shared link, nothing to resend), log it here, then “Write email” › Addendum notice to everyone still bidding.
- Close out. Set the status to Awarded or Not Awarded, turn off the sharing link, and move the folder to _Archive - Awarded & Closed.
SSE Bid Room/
├── _TEMPLATE - Copy for New Project/
│ ├──
│ │ ├── 01 Plans/
│ │ ├── 02 Specifications/
│ │ ├── 03 Addenda/
│ │ ├── 04 Bid Form & Scope of Work/
│ │ ├── 05 RFIs & Clarifications/
│ │ └── 06 Site Photos & Reference/
│ └── 2 - INTERNAL (Do NOT Share)/
│ ├── Quotes Received/
│ │ ├── Switchgear & Distribution/ Lighting & Controls/
│ │ ├── Fire Alarm/ Generators & ATS/ Low Voltage & Structured Cabling/
│ │ └── Security & Access Control/ Material Package (Distributor)/ Other Packages/
│ ├── Bid Leveling & Estimate/
│ └── Correspondence/
└── _Archive - Awarded & Closed/
Tip: SharePoint can show who opened a shared file (file › Details › Activity) if your tenant allows it, which helps answer “did they get the drawings?”