Ruscilli Construction Digitizes Bid Management with Procore

The Challenge

As one of the largest full-service construction firms in the Midwest (#291 on the ENR 400), Ruscilli Construction was managing its bids manually using emails and spreadsheets. This approach was not only time-consuming but also created inefficiencies and strained relationships with specialty contractors. Estimators were wasting hours searching for potential bidders, building bid forms, tracking submissions, and sending communications through mass emails. These disjointed processes led to delays and miscommunications, making it difficult to manage bids effectively.

The Solution

Already a Procore client, Ruscilli Construction decided to evaluate multiple bid management platforms before choosing the best fit. After careful consideration, they selected Procore’s Bid Management solution. The timing couldn't have been better, as Procore was beta-testing its Enhanced Bid Management feature, offering Ruscilli the unique opportunity to provide feedback and help shape the final product.

The Results

• 80% Reduction in time spent on bidding allowed staff to focus on higher-value tasks
• Streamlined communications and reduction in errors strengthened relationships with key specialty contractors
• Improved project quality was gained by standardizing processes and creating a consistent experience for clients across different PMs

A Broken Process That Was Draining Time and Resources

Since its founding in 1945, Ruscilli Construction has grown from a small trade contractor into a major player in the construction industry. However, this growth introduced complexities in managing bids, relying on outdated systems of spreadsheets and mass emails that consumed valuable time and hindered productivity. As the company continued to grow, the limitations of their bid management process became more apparent. Key staff, especially estimators, were bogged down with manual tasks, preventing them from focusing on higher-value activities.

To get bids out the door, estimators had to spend hours searching for potential bidders in an Excel-based database of specialty contractors, and then manually send bid invitations via Outlook. This cumbersome process was not only time-consuming, but prone to errors and inconsistencies in communication. “Sending out bid invites consistently, with the same message to all the right people, was a major pain point,” says Lindsay Clymer, Ruscilli’s Director of Technology. On top of that, tracking bid responses and follow-up communications required even more manual work. Estimators had to constantly toggle between Excel and Outlook, moving information back and forth, which introduced significant delays and room for error.

This disjointed process didn’t just cause internal headaches, relationships with specialty contractors also suffered as a result. Important information was often delayed or misdirected, leading to frustration and misunderstandings. Contractors didn’t always receive critical bid updates in time, and when they did, it wasn’t always clear that the right people had the correct information. This fractured communication strained partnerships that were essential to Ruscilli’s success.

It was clear that something had to change. Although Ruscilli had already been using Procore, the team wasn’t ready to commit to a bid management solution without thoroughly evaluating other options. After exploring various platforms, Ruscilli chose Procore’s Bid Management, a decision that happened to coincide with the beta testing of Procore’s Enhanced Bid Management feature. This beta testing phase gave Ruscilli a rare opportunity to be involved in shaping the tool, providing input on key functionalities and features that would later become integral to the solution.

From Chaos to Clarity

Procore Enhanced Bid Management radically simplified Ruscilli bid management process. The most noticeable improvement came in how estimators selected and communicated with contractors. “Just being able to search and select contractors from our database in Procore is a lot easier than searching and selecting them through Excel,” says Clymer.

Documents are now uploaded to Procore’s centralized system, linked to specific bid packages, and sent directly to contractors through the platform. Standardized templates ensure consistent communication across all projects, and with their customized bid forms already in place, processes were even further streamlined.

Perhaps the most significant change was the implementation of bid form templates, a feature that Ruscilli themselves suggested. Before using Procore, it would take Ruscilli’s team one to two hours to build out a bid form, send out invitations, and track responses. With the bid form templates, that process now takes just 15 to 20 minutes. "That’s been a huge game-changer for us," Clymer said, highlighting how much time the team has been able to reclaim for more strategic work.

Tracking bids has also become far more transparent. With Procore’s reporting tools, Ruscilli can now easily monitor contractor engagement throughout the bidding process. The team can generate real-time reports to see which contractors have expressed intent to bid, and which ones have viewed bid documents but have not yet responded. This level of visibility allows Ruscilli to target follow-up efforts more effectively, ensuring that potential bidders are not missed.

Additionally, by centralizing all communication and documentation in one place, Procore has reduced the number of IT support tickets related to the bidding process by approximately 50%, further illustrating the positive impact of the new system.

A Lasting Partnership

Beyond Bid Management, Ruscilli’s partnership with Procore has helped standardize processes across the entire company, achieving greater consistency in project execution. This consistency has been especially important for repeat clients, who can now expect the same level of service and quality across different projects and regions. “It’s a huge advantage when repeat clients are getting the same product from different project managers,” Clymer noted. “It elevates the overall quality of our work.”

The streamlined and automated workflows has led to higher-quality outputs and more satisfied clients, as well as better internal coordination. Team members now have access to the same set of tools and processes, making it easier to collaborate and stay aligned on project goals. With a unified approach, Ruscilli has been able to improve not only the efficiency of individual projects but also the overall consistency and predictability of their work. This level of standardization has become a key differentiator for Ruscilli as they continue to grow their business.

Reflecting on their experience with Enhanced Bid Management, Ruscilli has gained a unique perspective. "Embrace the platform and know that Procore listens to its customers," advised Clymer to others who may be considering getting on board. "Procore is truly focused on developing a platform that makes everyone’s lives easier."