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Bid Settings

Every bid in ForgeX has settings that control cost calculations, tax handling, compliance, and export options. They live in two places:

  • Two toggles in the bid header — Tax Exempt and Enable Per Diem — that take effect immediately.
  • The Bid Settings modal (the BID SETTINGS button) — a five-tab editor for this bid's variables, rates, pricing, timeline mode, and project details.
info

Both are per-bid and apply the moment you change them — there's no separate Save step, and changes trigger a full cost recalculation.

Where settings live​

✅

Bid header toggles

Tax Exempt and Enable Per Diem — live checkboxes on the bid page

🧮

Bid Factors & Fees

This bid's markup, tax, fuel, overhead/profit, and per-diem-rate variables

👷

Labor Rates

Base rate + FICA / FUTA / SUTA burden, per role

🏷️

Pricing Database

This bid's pricing items (Subcontractor / Materials / Rental)

📅

Timeline Bidding

Equipment and labor timeline-mode toggles

🛡️

Project Details

Insurance & compliance flags, notes, attachments, exclusions

Bid header toggles​

Two checkboxes sit in the bid header, just below the bid name. They take effect immediately — no modal, no Save — and recalculate all costs.

The Tax Exempt and Enable Per Diem checkboxes in the bid header, with helper text spelling out the tax rule

Tax Exempt​

Field: taxExempt (boolean) · Default: false

Marks the bid tax-exempt for government projects, non-profits, or clients with an exemption certificate.

When unchecked (false):

  • Material items include materials tax (default: 8.25%)
  • Equipment items include rental tax (default: 12.25%)
  • Tax amounts aggregate up to the bid total

Example:

Material: $1,000 + Tax ($82.50) = $1,082.50
Equipment: $2,000 + Tax ($245.00) = $2,245.00
──────────────────────────────────────────
Total with tax: $3,327.50

When to use:

  • Government/municipal projects
  • Non-profit organizations (501(c)(3))
  • Tax-exempt clients with exemption certificates
warning

Always verify client tax-exempt status and save the exemption certificate to bid attachments.

See Tax Management for the full rule and worked examples.

Enable Per Diem​

Field: perDiemEnabled (boolean) · Default: false

Adds a daily per-diem allowance to labor, based on crew counts and days. The toggle turns the calculation on; the rate is set separately as the Per_Diem_Per_Day variable on the Bid Factors & Fees tab.

Labor: 4 crew × 8 hrs/day × 5 days @ $38/hr

Total Labor: $6,080

When to use:

  • Projects 50+ miles from home office
  • Multi-day projects requiring overnight stays
  • Remote job sites without local crew

The Bid Settings modal​

Click BID SETTINGS in the bid header to open the modal — "Edit variables for this bid only." Every change applies to this bid only and triggers a recalculation; each value edits inline via its pencil icon, and you close with CLOSE (there's no Save button). The modal has five tabs.

Bid Factors & Fees​

The Bid Factors & Fees tab — a searchable, per-bid table of markup, tax, fuel, overhead/profit, and per-diem variables

A searchable table of this bid's variables — Name / Value / Unit / Description — each editable. It includes the per-module markups (workers' comp, overhead, profit, GL/pollution, equipment rental insurance), the tax rates (Equipment_Tax, Materials_Tax, …), the fuel charge (Fuel_Charge_Per_Day), the per-diem rate (Per_Diem_Per_Day), and the bid-level overhead and profit percentages.

Overhead Percentage​

Variable: Overhead_Percent · Default: typically 10%

Overhead is applied to the subtotal (sum of all scope costs).

Subtotal: $60,000
Overhead (10%): $60,000 × 0.10 = $6,000
──────────────────────────────────────────
Subtotal + Overhead: $66,000

What overhead covers: office expenses, insurance (general liability, workers' comp), truck maintenance, administrative labor, utilities and rent.

note

Overhead is preserved when global variables change — existing bids keep their original percentage for historical accuracy.

Profit Percentage​

Variable: Profit_Percent · Default: typically 5%

Profit is applied to the subtotal + overhead.

Subtotal: $60,000
Overhead (10%): $6,000
──────────────────────────────────────────
Base for profit: $66,000

Profit (5%): $66,000 × 0.05 = $3,300
──────────────────────────────────────────
Bid Total: $69,300

Adjust overhead and profit per bid for higher-risk work (increase) or competitive bids (reduce):

Subtotal: $100,000
Overhead (10%): $10,000
Profit (5%): $5,500
──────────────────────────────────────────
Total: $115,500
tip

The bid header shows this breakdown inline — e.g. $816,382.71 (Subtotal: $706,824.85 + OH&P: $109,557.85) — so you can see overhead & profit at a glance. See Cost Rollup.

Per-diem rate (Per_Diem_Per_Day)​

The per-diem rate is the editable Per_Diem_Per_Day variable (default 138.00 $/day — "per diem allowance per worker per day"). It defaults to a branch-level rate set in Admin → Estimation Settings and can be overridden on any individual bid — for example, to match a job's location. Editing it recalculates all scope- and bid-level labor. Bids created before this control self-heal: the row is added the next time you open the tab. (The Enable Per Diem header toggle still has to be on for per diem to be calculated.)

Searching "diem" in Bid Factors & Fees surfaces the editable Per_Diem_Per_Day variable (138.00 $/day)

Labor Rates​

The Labor Rates tab shows each role's base rate, its FICA / FUTA / SUTA burden, and the resulting burdened rate — editable per role for this bid (for prevailing-wage jobs, special agreements, or union rates). See the Labor Module for how these rates feed labor costs.

Pricing Database​

The Pricing Database tab holds this bid's pricing items, filtered by Category (Subcontractor / Materials / Rental), with Add Item and per-row edit/delete. What you can see and do follows your configured view / manage pricing permissions — see Role Permissions and Pricing Management.

Timeline Bidding​

The Timeline Bidding tab — independent Equipment and Labor timeline toggles

Enable timeline-based bidding for equipment and labor. When enabled, costs are automatically distributed to scopes based on timeline overlap.

Equipment Timeline Bidding​

Field: equipmentBiddingMode (enum) · Options: TRADITIONAL, GANTT · Default: TRADITIONAL

When set to TRADITIONAL (default):

  • Equipment added per-scope with direct cost allocation
  • Standard equipment estimation workflow

Best for: Simple projects where equipment is unique to each scope.

Labor Timeline Bidding​

Field: laborBiddingMode (enum) · Options: TRADITIONAL, GANTT · Default: TRADITIONAL

When set to TRADITIONAL (default):

  • Labor added per-scope with crew composition and direct cost allocation
  • Standard labor estimation workflow

Best for: Projects where crews work on one scope at a time.

warning

Switching modes clears existing data. When you toggle a module between Traditional and Timeline mode, all existing items for that module are removed. This action requires confirmation.

info

Equipment and labor modes are independent — you can use Timeline for equipment while keeping Traditional for labor, or any combination.

See the Timeline Bidding Guide for the complete walkthrough.

Project Details​

The Project Details tab — Insurance & Compliance toggles, Project Notes, screenshot/document attachments, and Exclusions

The Project Details tab holds the bid's insurance & compliance flags, project notes & attachments, and exclusions.

Insurance Program Type​

Field: insuranceType (enum) · Options: CCIP, OCIP, RCIP, NONE, null · Default: null

TypeDescriptionWho Provides
CCIPContractor-Controlled Insurance ProgramGeneral contractor
OCIPOwner-Controlled Insurance ProgramProject owner
RCIPResidential-Controlled Insurance ProgramResidential developer
NONENo special insurance programStandard coverage

Why it matters: affects bid pricing (insurance may be covered by owner/GC), determines whether you include an insurance markup, and is required for compliance documentation. For example, on an OCIP project the owner provides liability insurance, so you can reduce overhead by 2-3%.

Certified Payroll​

Field: certifiedPayroll (boolean) · Default: false

Indicates the project requires certified payroll reporting (Davis-Bacon Act). When on: track and report prevailing wages, submit weekly payroll reports, plan for extra administrative overhead, and a badge appears on the bid PDF. Required for federal projects over $2,000, many state/local government projects, and federally funded work.

note

Certified payroll compliance is managed in the Field Service (Phase 3). This flag is for documentation and cost adjustment during bidding.

C3 Required​

Field: c3Required (boolean) · Default: false

Indicates the project requires a Certificate of Compliance (C3 form) for state taxes — a certificate from the Texas Comptroller verifying the contractor is current on state taxes. Required for Texas state government projects and some Texas municipal projects.

Drug Testing​

Field: drugTestingRequired (boolean) · Default: false

Indicates the project requires drug testing for all crew members (pre-employment or random). When on, a badge appears on the bid PDF. Required for government, school, and healthcare projects, or as specified in bid documents.

tip

If drug testing is required, add 1-2% to labor costs to cover testing and administrative time.

Project Notes & Attachments​

Project Notes (notes, up to 5,000 characters) are internal — not included in PDF exports. Use them for assumptions, clarifications, a client communication log, and risks. You can also attach screenshots & documents (JPEG, PNG, GIF, WebP, PDF; max 10 MB each) to the bid here.

Notes:
- Spoke with client on 1/15 - confirmed 4-week schedule
- Site has difficult access, factor in extra delivery fees
- Client may request alternate for sidewalk scope
- Follow up on concrete mix design approval

Exclusions​

Field: exclusions (array of BidExclusion objects)

Exclusions are items/conditions not included in the bid — they protect against scope creep and clarify boundaries. Add them from a template ("Standard Construction Exclusions," "Site Work Exclusions," or a custom template), then check/uncheck, reorder, or add custom lines. Active exclusions appear in PDF exports.

Common exclusions:

  • Permits and fees (owner-provided)
  • Site utilities (existing connections assumed)
  • Disposal of hazardous materials
  • Work outside of scope listed above
  • Owner-furnished materials

See PDF & Proposal Export for how exclusions appear in proposals.

Default Values & Global Variables​

Most bid settings inherit defaults from Global Variables (and branch-level Estimation Settings):

Bid VariableSourceDefault Value
Overhead %Overhead_Percent10%
Profit %Profit_Percent5%
Per Diem RatePer_Diem_Per_Day$138/day
Materials TaxMaterials_Tax8.25%
Equipment TaxEquipment_Tax12.25%

How defaults work:

  1. Admin updates a global/estimation default (e.g., Overhead = 10%)
  2. New bid inherits the value (Overhead = 10%)
  3. Admin later changes it (e.g., Overhead = 12%)
  4. Existing bids preserve their original value (still 10%)
  5. New bids use the updated value (12%)
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Historical preservation ensures existing bids stay accurate even when global variables change.

Updating Settings on Existing Bids​

warning

Changing financial settings (overhead, profit, tax) on submitted or awarded bids affects pricing. Use caution and document the change.

ChangeEffect
Notes, attachmentsInternal only
Compliance flags (certified payroll, C3, drug testing)Documentation / PDF badges
Insurance typeDocumentation only
ExclusionsAffects the PDF, not cost
Tax ExemptRecalculates all costs
Overhead % / Profit %Recalculates the bid total
Enable Per Diem / per-diem rateRecalculates labor costs
1
Document the reason

Add a note explaining the change, e.g. "Updated overhead to 12% per client request for competitive bid."

2
Make the change

Flip the header toggle, or edit the variable on its tab. It applies immediately — there's no Save.

3
Review the new total

Check the bid total (and the inline subtotal + OH&P), compare old vs. new, and confirm the change is correct.

4
Notify stakeholders

If the bid was already submitted, notify the client of revised pricing, re-export the PDF, and the change is captured in the audit log.

API Endpoints​

Get Bid Settings​

GET /api/bids/:bidId

Response:
{
  "id": "bid-123",
  "taxExempt": false,
  "perDiemEnabled": true,
  "overheadPercent": 10,
  "profitPercent": 5,
  "insuranceType": "CCIP",
  "certifiedPayroll": true,
  "c3Required": false,
  "drugTestingRequired": true,
  "notes": "Client confirmed schedule..."
}

Update Bid Settings​

PATCH /api/bids/:bidId

Request Body:
{
  "taxExempt": true,
  "overheadPercent": 12,
  "profitPercent": 5,
  "certifiedPayroll": true
}

Response:
{
  "id": "bid-123",
  "taxExempt": true,        // Updated
  "overheadPercent": 12,    // Updated
  "profitPercent": 5,
  "certifiedPayroll": true, // Updated
  "totalCost": 68493.00     // Recalculated
}

Best Practices​

📝

Document Overrides

Add notes explaining why you override default overhead/profit percentages.

👁️

Review Before Submitting

Verify all settings are correct before changing bid status to SUBMITTED.

📋

Use Templates for Exclusions

Create reusable exclusion templates for consistency across similar bids.

🛡️

Preserve Compliance Flags

Once set, don't change compliance flags (certified payroll, drug testing, etc.) without client approval.

Common Scenarios​

Government Project Bid
  • Tax Exempt: ✅ (government project)
  • Certified Payroll: ✅ (Davis-Bacon Act)
  • C3 Required: ✅ (Texas state project)
  • Drug Testing: ✅ (required by agency)
  • Insurance Type: OCIP (owner provides)
  • Overhead: 8% (reduced due to OCIP) · Profit: 5%

Notes: "Federal highway project, OCIP coverage, prevailing wage rates apply"

Competitive Private Bid
  • Tax Exempt: ❌
  • Enable Per Diem: ❌ (local project)
  • Overhead: 8% · Profit: 3% (reduced for competitiveness)
  • Insurance Type: NONE · Certified Payroll: ❌

Notes: "Tight margin, client is price-sensitive, prefer repeat business"

Remote Project with Per Diem
  • Tax Exempt: ❌
  • Enable Per Diem: ✅ (200 miles from office), rate $138/day
  • Overhead: 10% · Profit: 6% (increased for travel risk)
  • Drug Testing: ✅ (client requirement)

Notes: "Crew will stay on-site for 2 weeks"

School Construction Project
  • Tax Exempt: ✅ (school district)
  • Certified Payroll: ✅ (state-funded)
  • Drug Testing: ✅ (school policy)
  • Insurance Type: CCIP (GC provides)
  • Overhead: 9% (reduced due to CCIP) · Profit: 5%

Exclusions: background checks for crew (school provides), site security (school provides)

Troubleshooting​

IssueCauseSolution
Bid total not updatingCost rollup not triggeredRe-open the bid; toggle a setting to force a recalculation
Tax still showing on an exempt bidTax Exempt not checkedVerify the Tax Exempt checkbox in the bid header is on
Equipment still taxed on an exempt bidWorking as intendedEquipment is always taxed — only consumables are exempt
Per diem not appearingEnable Per Diem off, or rate is 0Turn on Enable Per Diem in the header; set Per_Diem_Per_Day in Bid Factors & Fees
Wrong overhead/profitUsing an old defaultOverride Overhead_Percent / Profit_Percent in Bid Factors & Fees

Next Steps​

💰

Tax Management

Deep dive into tax handling and exemptions

📄

PDF & Proposal Export

Learn how settings affect PDF proposals

🧮

Cost Rollup

Understand how overhead and profit aggregate costs

📄

Creating a Bid

Complete bid creation workflow