PlanetBids Complete Guide: Registration, Login, and Bidding Tutorial
Comprehensive step-by-step guide to using PlanetBids - from vendor registration and login to searching bids, downloading documents, and submitting proposals. Master the most widely-used local government procurement platform.
PlanetBids is the most widely-used e-procurement platform for local government agencies in the United States, particularly in California and the Western states. Hundreds of counties, cities, school districts, and special districts use PlanetBids to advertise construction projects and solicit bids from contractors.
If you bid on public works projects, understanding how to navigate PlanetBids is essential. This comprehensive guide walks you through every aspect of the platform - from initial vendor registration to submitting competitive bids and managing your account.
PlanetBids by the Numbers
What is PlanetBids?
PlanetBids is a cloud-based procurement software platform that government agencies use to manage their bidding process electronically. It replaces traditional paper-based solicitations with a centralized digital system.
PlanetBids helps agencies:
- Post solicitations and addenda electronically
- Manage vendor registrations and communications
- Receive and evaluate bids/proposals
- Track procurement compliance and reporting
- Reduce printing and mailing costs
PlanetBids allows you to:
- Search for bid opportunities across agencies
- Download bid documents and specifications
- Receive email notifications for new bids
- Submit bids electronically (some agencies)
- Track addenda and deadline changes
PlanetBids is most prevalent in California but expanding nationwide. Major users include:
California (Primary Market)
- • Los Angeles County
- • Orange County
- • San Diego County
- • City of Long Beach
- • City of San Jose
- • Dozens of school districts
- • Water districts, transit agencies
Other States
- • Nevada counties and cities
- • Oregon local governments
- • Washington agencies
- • Arizona jurisdictions
- • Texas municipalities
- • Growing adoption nationwide
Note: Each agency has its own PlanetBids portal (e.g., lacounty.planetbids.com, longbeach.planetbids.com). You must register separately with each agency you want to bid with.
Vendor Registration Step-by-Step
Before you can download bid documents or receive notifications, you must register as a vendor with each agency on PlanetBids. Registration is free and typically takes 10-15 minutes per agency.
Identify the Agency's PlanetBids URL
Find the specific PlanetBids portal for the agency you want to bid with. Format is typically: [agencyname].planetbids.com
- • Los Angeles County: lacounty.planetbids.com
- • City of Long Beach: longbeach.planetbids.com
- • Orange County: orangecounty.planetbids.com
Click "Vendor Registration" or "Register"
Look for the vendor registration link on the homepage, usually in the top navigation or right sidebar.
Complete Company Information
Provide required business details:
- • Company legal name
- • Business address and contact information
- • Federal Tax ID (EIN) or SSN for sole proprietors
- • Primary contact name, email, and phone
- • Business type (corporation, LLC, sole proprietor, etc.)
- • DUNS number (if applicable)
Select Commodity Codes / Categories
Choose the categories that match your business capabilities. This determines which bid notifications you'll receive.
- • General Building Contractor
- • Electrical Contractor
- • Plumbing & HVAC
- • Concrete & Masonry
- • Paving & Grading
- • Roofing
- • Painting & Coating
- • Landscaping
Tip: Select all relevant categories. You can always ignore bids outside your capacity, but missing categories means missing opportunities.
Upload Certifications (if applicable)
Some agencies request:
- • Contractor license (number and expiration)
- • Business license
- • Insurance certificates
- • DBE/MBE/WBE certification documents
- • DIR registration (California public works)
Set Email Notification Preferences
Choose how often you want to receive bid notifications (daily digest, immediate alerts, weekly summary, etc.). You can adjust this later.
Create Login Credentials
Set up username and password for this agency's portal. Write down your credentials - each agency requires separate login.
Submit and Await Approval
Most registrations are approved automatically or within 1-2 business days. You'll receive a confirmation email when approved.
Important: Separate Registration for Each Agency
PlanetBids is NOT a centralized platform. Each government agency operates its own independent PlanetBids portal with separate vendor databases.
You must register individually with each agency you want to bid with. Registering with LA County does not give you access to Long Beach or Orange County bids - you need separate registrations for each.
Searching for Bids
PlanetBids provides several ways to find relevant bidding opportunities:
1. Browse All Open Bids
View a complete list of all currently active solicitations from the agency. Typically sorted by bid due date (soonest first).
2. Keyword Search
Search by project name, bid number, or keywords in the description:
- • "HVAC replacement" to find mechanical projects
- • "parking lot paving" for asphalt work
- • "electrical upgrade" for electrical projects
- • Bid number if you know it (e.g., "PW-2024-123")
3. Filter by Category/Commodity Code
Filter to show only bids in your registered commodity categories. This is the most efficient way to see relevant opportunities.
4. Advanced Filters
Some PlanetBids portals offer additional filters:
- • Project type (construction, professional services, supplies)
- • Estimated value range
- • Department or division
- • Bid submission method (electronic, sealed, etc.)
- • Award status (open, awarded, cancelled)
Search results typically display in a table format with key information:
| Column | Information |
|---|---|
| Bid/Project Number | Unique identifier assigned by agency |
| Title/Description | Brief summary of project scope |
| Department | Issuing department (Public Works, Parks, etc.) |
| Posted Date | When the bid was published |
| Due Date/Time | Bid submission deadline (typically 2:00 PM local) |
| Status | Open, Closed, Awarded, Cancelled |
Viewing Bid Details
Click on any bid title or number to view the complete solicitation details page:
General Information
- • Full project title and description
- • Bid number and solicitation type (IFB, RFP, RFQ)
- • Issuing department and contact person
- • Posting date and bid due date/time
- • Pre-bid meeting date, time, location (if applicable)
- • Estimated project value (sometimes included)
Documents & Attachments
List of downloadable files including:
- • Bid instructions and terms & conditions
- • Plans and specifications (PDF, CAD files)
- • Bid form templates
- • Special provisions and requirements
- • Prevailing wage determinations
- • Insurance and bonding requirements
Addenda
Any changes, clarifications, or additional information issued after initial posting. Always check for addenda before submitting your bid!
Submission Instructions
- • How to submit (electronic upload, sealed envelope, email)
- • Where to submit (online portal, physical address)
- • Required forms and certifications
- • Number of copies required (if physical submission)
- • Late bid policy (almost always rejected)
Downloading Documents
Navigate to Bid Detail Page
Click on the bid you want to download from search results
Scroll to Documents Section
Find the "Documents" or "Attachments" section listing available files
Click Individual Files to Download
Each document downloads separately (PDFs, Word docs, Excel, CAD files, etc.)
Tip: Some portals offer "Download All" to get a ZIP file with all documents at once.
Check for Addenda Regularly
Return to the bid page periodically (or watch email alerts) to download any addenda issued before the due date
- Download early: Don't wait until the last minute. Download as soon as you identify interest.
- Organize files: Create a project folder with bid number and agency name for easy reference.
- Verify completeness: Ensure all documents opened correctly and are readable before starting estimate.
- Track downloads: PlanetBids tracks which vendors downloaded documents - agencies may use this for follow-up.
- Save confirmation: Some portals provide download confirmation - save for your records.
Setting Up Email Notifications
Email alerts ensure you don't miss new opportunities matching your commodity codes:
Access Notification Settings
Navigate to: My Account → Email Preferences or Notifications
Notification Frequency Options
- Immediate: Receive email as soon as a bid in your categories is posted
- Daily Digest: One email per day summarizing all new bids (recommended for most contractors)
- Weekly Summary: One email per week with all new opportunities
- None: No automatic emails (must log in to check)
What's Included in Notifications
- • Bid title and number
- • Brief description
- • Bid due date
- • Link to view full details on PlanetBids
- • Notice of addenda for bids you've downloaded
Notification Best Practices
- • Start with daily digest to avoid email overload while staying current
- • Add PlanetBids email addresses to your safe sender list to prevent spam filtering
- • Update your commodity codes if you're not receiving relevant notifications
- • Enable addenda notifications to get alerts when changes are issued
- • Consider separate email addresses for different team members
Submitting Bids
Bid submission methods vary by agency. Some accept electronic submissions through PlanetBids, while others require sealed physical bids delivered to their office.
If the agency accepts electronic submissions through PlanetBids:
Prepare All Required Documents
Complete bid forms, provide required certifications, acknowledgments, and pricing
Navigate to Bid Detail Page
Find the "Submit Response" or "Upload Bid" button/link
Upload Files
Attach all required documents (PDF format recommended)
Tip: Combine multiple forms into one PDF to simplify submission
Complete Online Forms
Fill out any web-based forms or questionnaires
Review and Submit
Carefully review all information before final submission
Warning: Some systems don't allow changes after submission
Save Confirmation
Download/print confirmation receipt with timestamp for your records
Many agencies still require traditional sealed bids delivered to their office:
- Follow envelope labeling instructions exactly - Include bid number, project name, due date/time on sealed envelope
- Submit correct number of copies - Often one original plus multiple copies required
- Deliver to exact location - Verify physical address, building, floor, and office
- Meet deadline precisely - Late bids rejected, no exceptions. Plan for traffic, parking, security
- Get timestamped receipt if possible - Proof of timely submission
Tips & Best Practices
- Register with multiple agencies: Don't limit yourself to one jurisdiction
- Update profile annually: Keep licenses, insurance, capabilities current
- Attend pre-bid meetings: Required for some bids, valuable for all
- Ask questions early: Use Q&A periods to clarify scope
- Track your bids: Maintain records of what you bid on
- Missing addenda: Check for changes up until bid deadline
- Incomplete forms: Missing signatures disqualify bids
- Wrong submission method: Follow instructions precisely
- Late submissions: Even one minute late = rejection
- Ignoring commodity codes: Select all relevant categories
Frequently Asked Questions
Is PlanetBids free for contractors to use?
Yes, vendor registration and use of PlanetBids is completely free for contractors. There are no fees to register, search bids, download documents, or submit bids. Government agencies pay for the platform.
Do I need separate accounts for each agency?
Yes. PlanetBids operates as separate instances for each agency. You must create individual accounts with each county, city, or district you want to bid with. There is no "master account" that works across all agencies.
How do I find which agencies use PlanetBids?
Search "[city/county name] planetbids" in Google. Most agencies link to their PlanetBids portal from their official website procurement pages. You can also use bid aggregation services like ConstructionBids.ai which automatically track PlanetBids opportunities across hundreds of agencies.
Can I submit bids electronically through PlanetBids?
It depends on the agency. Some agencies enable electronic bid submission through PlanetBids, while others use PlanetBids only for advertising and document distribution but require sealed physical bids. Check the "Submission Instructions" on each bid detail page.
What if I forget my password for a specific agency portal?
Use the "Forgot Password" link on that agency's PlanetBids login page. You'll receive a password reset email. Since each agency is separate, you'll need to reset passwords individually for each portal.
How often should I check PlanetBids for new bids?
If you enable email notifications, you don't need to check manually - you'll receive alerts. If not using notifications, check at least weekly, as many construction bids have 3-4 week advertising periods. For time-sensitive opportunities, checking daily or using an aggregator like ConstructionBids.ai is recommended.
What are commodity codes and why do they matter?
Commodity codes are categories that classify your business type and capabilities (e.g., "Electrical Contractor," "HVAC Services"). Selecting appropriate codes ensures you receive notifications only for relevant bids. If you're not getting enough alerts, review and expand your commodity code selections.
Can I see bid results and who won contracts?
Most agencies post award information on PlanetBids after contract execution. Look for "Award" or "Results" tabs on the bid detail page, or search for closed/awarded bids. This is useful for understanding competitive pricing and identifying frequent winners.
Conclusion
PlanetBids is an essential tool for contractors pursuing local government construction work, particularly in California and Western states. While the platform requires separate registrations for each agency, the process is straightforward and provides valuable access to public works opportunities.
Success with PlanetBids comes from: (1) registering with all relevant agencies in your service area, (2) configuring email notifications with appropriate commodity codes, (3) downloading documents early and tracking addenda, and (4) submitting bids according to exact specifications and deadlines.
Simplify Your PlanetBids Search with ConstructionBids.ai
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