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This article covers the tendering process from the perspective of the bidder. If you are a stakeholder, you may wish to read the page covering Tendering Stakeholder's View.
In a Tender, stakeholders can select to allow or not allow the bidders to encrypt their bid. If they select to allow bidders to encrypt their bid, when you first open the tender, you will be given the option to encrypt your bid.
Bid encryption adds an extra layer of security which prevents ContractComplete staff from viewing your submission (your bid is encrypted in the database). This feature is designed for those who are especially concerned with their bid submission being stored in the cloud. Bids that are not encrypted are still completely safe and secure and are only viewable by a small number of trusted ContractComplete engineers. Typically, we have no reason to view your bid unless we are asked to provide support or are troubleshooting a specific issue. Please see this blog post for more information.
After deciding to either encrypt your bid or not, click the save button to review the tender. 6 pages are provided as follows:
On the Cover Sheet the bidders will see the Bidder Instructions written by the Stakeholders. This may include the tender information and a brief explanation of the pages. So make sure to read this section before you proceed to the other sections or pages.
In the Tender Information section the followings are provided:
Deadline: The Tender Deadline will be displayed here. The Bid must be submitted before the deadline passes. You will be notified by email and a message in your action box if the deadline changes. Also, you will see a notification on the top of the pages almost 2 hours before the deadline passes.
The bidders won't be able to make changes or submit their bid after the deadline is passed. But don't worry if the deadline is passed and you haven't submitted your bid; in the Post Tender stage many features were added in the ContractComplete to help the users, Reopening Tender, Allow Resubmission, Manual Bid Entry, etc. When the deadline passes, the Tender will go to the Post Tender stage and the stakeholders can access these features. You can communicate with the Stakeholders and ask them to use them. In the Post-Tender stage the stakeholders may Reopen the Tender or allow you to resubmit bid. If they use these features, you will be given a new deadline to resubmit your bid. The deadlines will all appear on this section.
Bid Intention: Bidders are able to indicate their bid intention after reviewing the tender, in this part. They can change their intention anytime as long as the deadline is not passed.
By clicking one of the provided buttons the bidders indicate whether or not they plan to bid. This will notify the stakeholders of their intention but is not binding - they may still submit a bid or change their response.
Questions: Add and submit your questions in this part. The stakeholders will be notified by email and a message in their action box. They will see your question right away after you submit it.
The Stakeholders can answer your questions on the ContractComplete application, you'll see their answers below the question you asked. They can issue an addendum to notify you as well. Or they may decide to answer your questions by email.
Stakeholders: All stakeholder's company logos will be displayed in this part. The Primary stakeholder company logo is displayed on the top left side of the application as well. Click a logo to see the company's information and users. You will also see the contracts you both participate in, on the Shared Contracts section.
Addenda: The addenda issued by the stakeholders will be displayed here. Clicking the 'Go to Addenda' will open the Documents page where you can see the addenda. You can open an addendum and download it. Make sure to click the Acknowledge button after you are completely aware of the changes the stakeholders made.
When an addendum is not acknowledged yet it will be displayed by orange A1.
When an addendum is acknowledged it will be displayed by green A1.
The Stakeholders can make changes anytime before the deadline, so make sure to check the tender even after submitting your bid. The stakeholders may decide to notify the changes with an addendum or just make the changes without sending an addendum. You will receive an email and a message in your action box if they decide to issue an addendum.
The users listed on this section will receive notifications and alerts for this tender on their Action Box and personal email. Each Company's Master Administrator will be added on this section by default.
Edit the followers by clicking the Edit Followers button. On the 'Edit Contract Followers' Window add new watchers or delete the current watchers and add new ones.
Important changes, actions and updates made on the tender (manually or automatically), will be displayed on the News Feed.
The bidders can add subcontracts to a Tender by clicking the "Add" button in the Subcontracts section. They can create new contracts/tenders and attach them to the current tender or just decide to add the existing contracts and tenders as the subcontracts. ⚠ The subcontracts won't be displayed on the "Contracts"/"Tenders" page anymore. They will be only displayed on the overview page of the current tender instead. You can always remove the subcontracts to be displayed on the "Contracts"/"Tenders" page.
By clicking the "Add" button the 'Find a Subcontract' window will be displayed.
On the Schedule of Prices page the bidders can enter their unit prices in the highlighted fields for each item. They can change the entered unit prices even after they submit their bid as long as the deadline hasn't passed.
The stakeholders may lock some of the unit prices. As a bidder you won't be able to change the fixed prices and you have to accept them.
In the Tendering stage the bidders can do the following actions on the Documents page:
On the Documents page in the Tender Documents section you can:
Sometimes, as part of the tendering process, a stakeholder may wish to request specific document uploads from the bidders. Fortunately, this feature is built into the documents framework and can be accessed on the documents page under the "Documents to Upload" section. Document upload requests will appear on the bidder checklist on the Review & Submit page. Bidders will be made aware that they have been asked to complete these items.
The stakeholders may even "link" a document to their request. The linked file can be a fillable form as well. In this case the bidders will be able to
On the Documents page in the Documents to Upload section you can:
The bidders can upload documents in the My Uploads section. Anything you upload here will be visible to the stakeholders after the deadline.
On the Documents page in the My Uploads section you can:
In the Tendering stage the stakeholders may make some changes in the tender and issue a formal addendum to notify the bidders. The issued addenda will be displayed in this section. Click an addendum to view the changes. You can download the addendum and click the "Acknowledge" button when you think you are completely aware of the changes the stakeholders made.
A notification number is displayed beside the page name which indicates the number of actions you need to do in the Documents page before you submit your bid. This includes uploading requested documents, filling the fillable forms and acknowledging the addenda. Each time you do these actions on the Documents page this number will be updated. So make sure to click the Acknowledge button when you are completely aware of the changes written on the Addendum pdf. After completely filling a fillable form make sure to click the "Mark Form Completed" button.
When all the actions needed on the documents page are done, the notification number will be gone.
The stakeholders may add items in the Provisional Items page to provide unit pricing information for additional items that may or may not be required later. Often, they are used at a later date to provide pricing for change orders. So the items on the Provisional items page will not affect the contract unless they are added in the change orders. (Change Orders page will be displayed in the In Progress stage.)
On the Provisional Items page the bidder can enter Unit Prices and Values in the highlighted fields for each item. They can change the entered Unit prices and Values even after they submit their bid as long as the deadline hasn't passed. The stakeholders will see their entered data after the deadline.
A notification number is displayed beside the page name which indicates the number of Unit Prices and values you need to enter. Each time you enter a Unit price/Value or delete it this number will be updated. When all the Unit Prices and Values are entered, the notification number will be gone.
In the Tendering stage, bidders will see the questions and instructions added by the consultants. Bidders can enter responses for each question. In Tendering stage consultants still can edit, add or delete questions, so if you are a bidder keep an eye for any changes. Qualification Questions can be exported to PDF and Excel files using the Export option .
⚠ Consultants can allow or not allow Incomplete Bids. If they don't allow Incomplete Bids, the bidders must answer the questions that have been marked as required so that they can submit their bid.
The Review & Submit page provides a summary of your bid which you can use to ensure you are submitting a completed bid. After your bid is submitted, you may continue to make changes to your submission before the deadline. Those changes will automatically be applied to your submission.
The ContractComplete has a feature that stakeholders can use to make sure they won't see Incompleted Bids. They can choose to not allow the bidders to submit incomplete bids. In this case you won't be able to see the "Submit" button on the Review & Submit page unless you have completed all the required actions.
In the Submissions section:
When you are ready, click the "Submit Bid" button on this page, and follow the onscreen instructions to submit your bid. You can continue to edit your bid after submitting as long as the deadline has not passed. The changes you make will automatically be applied to your submission. The stakeholders will not see your submission in the Tendering stage and before the deadline. When the deadline passes the Post-Tender stage will be started, you will no longer be able to make changes or submit bid. Stakeholders will see your submission in the Post-Tender stage.
When the Deadline passes the Post-Tender stage will start. You will no longer be able to make changes or submit bid. In the Post-Tender stage you can only view the pages and documents, use the export option on the Schedule of Prices and Provisional items, download documents and files.
⚠ Don't worry if you forgot something in the Tendering stage. You can communicate with the Stakeholders and ask them to use the many features provided in the Post-Tender stage like Reopen Tender, Allow Resubmissions, Manual Bid Entry, etc. For more information about the next step click the Post-Tender stage.
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