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Bid Settings

Every bid in ForgeX has configurable settings that control cost calculations, tax handling, compliance requirements, and export options. These settings ensure accurate bid totals and proper documentation for client proposals.

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Bid settings can be configured during bid creation or edited later via the Settings (gear icon) on the bid detail page.

Accessing Bid Settings​

1
Navigate to Bid

Open the bid you want to configure from the Dashboard or Bids list.

2
Click Settings Icon

In the top toolbar, click the ⚙️ Settings button.

3
Configure Settings

The Settings modal opens with all available options.

4
Save Changes

Click "Save" to apply settings.

Cost rollup recalculates automatically if tax or overhead/profit changes.

Settings Overview​

Bid settings are organized into categories:

💰

Tax Settings

Control tax exemption status and tax calculations

💰

Financial Settings

Configure overhead, profit, and per diem

🛡️

Compliance Settings

Set insurance type, certified payroll, and drug testing requirements

📄

Export Settings

Configure PDF export options and exclusions

Tax Settings​

Tax Exempt​

Field: taxExempt (boolean) Default: false

Controls whether the bid is tax-exempt (for government projects, non-profits, etc.).

When disabled (false):

  • Material items include materials tax (default: 8.25%)
  • Equipment items include rental tax (default: 12.25%)
  • Tax amounts aggregate up to 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 exemption certificate to bid attachments.

See Tax Management for detailed tax handling documentation.

Financial Settings​

Overhead Percentage​

Field: overheadPercent (number) Default: Inherited from global variable Overhead_Percent (typically 10%)

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

Calculation:

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

What overhead covers:

  • Office expenses
  • Insurance (general liability, worker's comp)
  • Truck maintenance
  • Administrative labor
  • Utilities and rent

Override Options:

  • Use global default (recommended for consistency)
  • Custom percentage for special projects (e.g., 8% for low-margin competitive bids)
note

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

Profit Percentage​

Field: profitPercent (number) Default: Inherited from global variable Profit_Percent (typically 5%)

Profit is applied to the subtotal + overhead.

Calculation:

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

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

Override Options:

  • Use global default (typical for most bids)
  • Custom percentage for:
    • High-risk projects (increase profit)
    • Competitive bids (reduce profit)
    • Preferred clients (negotiated rates)

Example scenarios:

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

Per Diem Enabled​

Field: perDiemEnabled (boolean) Default: false

Per diem covers daily living expenses for crew members on out-of-town projects.

When enabled (true):

  • Labor items include per diem costs
  • Per diem rate (default: $138/day) is added to labor costs
  • Calculated as: Crew Size × Days × Per Diem Rate

Example:

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
note

Per diem rate is configured in global variables (Per_Diem_Rate, default: $138/day).

Compliance Settings​

Insurance Type​

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

Specifies the insurance coverage type for the project:

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 costs may be covered by owner/GC)
  • Determines if you need to include insurance markup
  • Required for compliance documentation

Example:

Project with OCIP:
- Owner provides liability insurance
- Reduce overhead by 2-3% (no need for extra insurance markup)

Certified Payroll​

Field: certifiedPayroll (boolean) Default: false

Indicates whether the project requires certified payroll reporting (Davis-Bacon Act compliance).

When enabled (true):

  • Must track and report prevailing wages
  • Weekly payroll reports submitted to owner/government
  • Additional administrative overhead
  • Badge displayed on bid PDF

When required:

  • Federal government projects over $2,000
  • State/local government projects (varies by state)
  • Projects with federal funding (highways, schools, etc.)
note

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

C3 Form Required​

Field: c3Required (boolean) Default: false

Indicates whether the project requires a Certificate of Compliance (C3 form) for state taxes.

What is C3?

  • Certificate issued by Texas Comptroller
  • Verifies contractor is current on state taxes
  • Required for state projects in Texas

When required:

  • Texas state government projects
  • Some municipal projects in Texas
  • As specified in bid documents

Drug Testing Required​

Field: drugTestingRequired (boolean) Default: false

Indicates whether the project requires drug testing for all crew members.

When enabled (true):

  • All crew must pass drug screening before starting work
  • Random drug testing may be required during project
  • Additional cost for testing (factor into labor markup)
  • Badge displayed on bid PDF

When required:

  • Government projects (federal, state, local)
  • School projects
  • Healthcare facility projects
  • As specified in bid documents
tip

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

Timeline Bidding Settings​

Equipment Timeline Bidding​

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

Controls how equipment costs are managed:

When set to TRADITIONAL (default):

  • Equipment added per-scope
  • Costs assigned directly to each scope
  • 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

Controls how labor costs are managed:

When set to TRADITIONAL (default):

  • Labor added per-scope with crew composition
  • Costs assigned directly to each scope
  • Standard labor estimation workflow

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

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

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

See Timeline Bidding Guide for the complete user guide on using timeline mode.

Export Settings​

Exclusions​

Field: exclusions (array of BidExclusion objects)

Exclusions are items/conditions not included in the bid. They protect against scope creep and clarify bid boundaries.

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

Managing Exclusions​

1
Open Exclusions Modal

In bid settings, scroll to Exclusions section.

Click "Manage Exclusions".

2
Add from Template

Select a template from the dropdown:

  • "Standard Construction Exclusions"
  • "Site Work Exclusions"
  • "Custom Template"

Click "Add Template".

3
Customize Exclusions

Edit individual exclusion text:

  • Check/uncheck to include/exclude
  • Reorder by dragging
  • Add custom exclusions
4
Save Exclusions

Click "Save".

Active exclusions will appear in PDF exports.

Exclusion in PDF:

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

See PDF Export for how exclusions appear in proposals.

Bid Notes​

Field: notes (text) Max length: 5,000 characters

Internal notes for the bid. Not included in PDF exports — for internal use only.

What to include:

  • Project assumptions
  • Clarifications needed
  • Client communication log
  • Special considerations
  • Risks and concerns

Example:

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

Default Values & Global Variables​

Most bid settings inherit defaults from Global Variables:

Bid SettingGlobal VariableDefault Value
Overhead %Overhead_Percent10%
Profit %Profit_Percent5%
Per Diem RatePer_Diem_Rate$138/day
Materials TaxMaterials_Tax8.25%
Equipment TaxEquipment_Tax12.25%

How defaults work:

  1. Admin updates global variable (e.g., Overhead = 10%)
  2. New bid inherits value (Overhead = 10%)
  3. Admin changes global variable (e.g., Overhead = 12%)
  4. Existing bids preserve original value (still 10%)
  5. New bids use updated value (12%)
info

Historical preservation ensures existing bids remain accurate even when global variables change.

Updating Settings on Existing Bids​

warning

Changing financial settings (overhead, profit, tax) on submitted or awarded bids can affect pricing. Use caution and document changes.

Safe to Change​

✅ Notes (internal only) ✅ Compliance flags (certified payroll, C3, drug testing) ✅ Insurance type (documentation only) ✅ Exclusions (affects PDF, not cost)

Requires Recalculation​

⚠️ Tax exempt status → Triggers cost rollup ⚠️ Overhead % → Recalculates bid total ⚠️ Profit % → Recalculates bid total ⚠️ Per diem enabled → Recalculates labor costs

1
Document Reason

Add note explaining why settings are changing:

"Updated overhead to 12% per client request for competitive bid"
2
Update Settings

Change settings in Settings modal.

Click "Save".

3
Review New Total

Verify new bid total:

  • Check financial summary
  • Compare old vs. new total
  • Confirm change is correct
4
Notify Stakeholders

If bid was already submitted:

  • Notify client of revised pricing
  • Update PDF export
  • Document change in 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 (tax exempt)
}

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

Settings:

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

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

Competitive Private Bid

Settings:

  • Tax Exempt: ❌ false
  • Per Diem Enabled: ❌ false (local project)
  • Overhead: 8% (reduced for competitiveness)
  • Profit: 3% (reduced for competitiveness)
  • Insurance Type: NONE
  • Certified Payroll: ❌ false

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

Remote Project with Per Diem

Settings:

  • Tax Exempt: ❌ false
  • Per Diem Enabled: ✅ true (200 miles from office)
  • Overhead: 10% (standard)
  • Profit: 6% (increased for travel risk)
  • Drug Testing: ✅ true (client requirement)

Notes: "Crew will stay on-site for 2 weeks, per diem at $138/day"

School Construction Project

Settings:

  • Tax Exempt: ✅ true (school district)
  • Certified Payroll: ✅ true (state-funded)
  • Drug Testing: ✅ true (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​

Common Issues​

IssueCauseSolution
Bid total not updatingCost rollup not triggeredManually trigger cost rollup
Tax still showing on exempt bidTax exempt not savedRe-open settings, verify checkbox is enabled
Per diem not appearingPer diem disabledEnable in bid settings
Wrong overhead/profitUsing old global variableOverride in bid settings

Next Steps​

💰

Tax Management

Deep dive into tax handling and exemptions

📄

PDF Export

Learn how settings affect PDF proposals

🧮

Cost Rollup

Understand how overhead and profit aggregate costs

📄

Creating a Bid

Complete bid creation workflow