| Company | Trade / Scope | Type | Contact | Phones | Invites | ||
|---|---|---|---|---|---|---|---|
| Loading directory… | |||||||
| Company | Type | Status | Contacts | Bids | Awarded | Not awarded | Pending | Win rate | Last bid | |
|---|---|---|---|---|---|---|---|---|---|---|
| Loading… | ||||||||||
Win rate counts Awarded vs. Not awarded (pending and no-bid are left out). “Review” flags companies with 3 or more bids and no awards.
| Template | Bid package / trade | Email type | Subject | |
|---|---|---|---|---|
| Loading templates… | ||||
| Bid package | Items | Categories | |
|---|---|---|---|
| Loading checklists… | |||
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. On the project, click Create bidder link. The board makes a view-only link to 1 - BID DOCUMENTS only (never the whole project folder), sets it to expire 30 days after the bid date, and saves it to the project. Bidders click “Download” to get a zip of everything.
- Add the project here. “+ New project”, fill in the due date and estimator, then click Create bidder link and Package folders.
- Pick the GCs / owners. On the project, “+ Add GC / owner” for every company you’re submitting to. Record the date, your number and the result there; the GCs & Owners tab shows bids, awards and win rate per company.
- 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.
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?”
Estimators
Pick the estimator on each project; emails go out with that person’s name, email and phone. The default is used when a project has none.
| Name | Phones | Projects | ||
|---|---|---|---|---|
| Loading… | ||||
Trades / bid packages
The list used for bidders, filters, email templates and bid leveling. Changes apply for everyone right away.
| # | Trade | Bidders | Also used by | |
|---|---|---|---|---|
| Loading trades… | ||||