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ContractComplete Resources

There are several ways you can get help with ContractComplete.

Can’t find what you’re looking for? Contact us by email or phone, or start a live chat with a ContractComplete representative.

Documentation

We’ve amassed several resources which can help you get started with ContractComplete and answer any questions you might have.

See full documentation list below.

Videos

We have compiled several tutorial videos which demonstrate various tasks that can be accomplished within ContractComplete.

View full collection of tutorial videos.

Blog

Want to keep up to date with what’s happening in the world of ContractComplete? We also post feature announcements there.

Check out our blog.

Overview

ContractComplete is designed to ease the burden of communication between all parties involved in a contract by making sure everyone is on the same page. This begins before the tendering process, and continues all the way to project completion. We are always adding more capabilities and welcome feedback on our product. This article gives a brief overview of how ContractComplete works, and how it fits in to a typical project.

Roles and Permissions

Users in ContractComplete are grouped into “companies”. Users within a particular company can have different permissions and can perform different actions based on the selected permissions and their role in the contracts. Users can be added through the My Company tab, on the User Configuration page by clicking the Add User button. ⚠ Only the Administrator can add or remove the users. For more information about adding users and setting permissions please click here.
Add user – Select/Edit Permissions
Users can have different Prmissions in different Divisions.</small >
Actions/Permissions Administrator Manager Coordinator Resource Viewer
View Contracts
Create new Contracts and Projects
Delete Contracts and Projects
Invite Bidders to Bid on a Tender
Invite Stakeholders to Contribute on a contract
Update Items in a contract
Upload Documents to a contract
Delete Documents from a contract
Update Bidding Instructions
Start the Tendering Process
Submit Bid for a Tender
View and Compare Submitted Bids
Create a Progress Report
Delete a Progress Report
Propose a Change to a contract
Create a Change Order
Edit Vendors and Contacts
Create Invoice
Remove Bidders from a contract
Remove Stakeholders from a contract
Allow Bidders to change their bid
Award a contract
Approve a Change Order
Reject a Change Order
Add/delete users
View and update payment information
Add/delete divisions
Assign admin rights to other users

Roles

On a given contract, a company can assume any of the following roles. Each role comes with its own set of actions which can be performed. Here’s a brief explanation of each role and some of their permitted actions.
    • Developer:
The “developer” role belongs to the company who owns the project. ContractComplete allows the developer to take a highly involved role in a contract, or take a hands-off approach and delegate the majority of the work to a stakeholder.
  • Create a project
  • Add a contract to an existing project (landscaping, paving, electrical, etc)
  • Select stakeholders and bidders for a particular contract
  • Design a tender form, upload drawings and documentation, manage the bidding process
  • Select a contractor (a winning bid) from a list of bidders
  • Propose change orders
  • View the progress of an existing contract
    • Stakeholder
The “stakeholder” role can belong to one or more companies assisting with a contract such as engineers or architects. Stakeholders are optional for a contract, and are picked by the developer. Stakeholders can perform many of the same actions that the developer can perform with the exception of a few financially sensitive tasks, such as selecting a winning bid or approving a change order.
  • Select bidders for a particular contract
  • Design a tender form, upload drawings and documentation, manage the bidding process
  • Propose change orders
  • View the progress of an existing contract
    • Bidder
The “bidder” role belongs to all companies bidding on a particular contract. Bidders can only view a contract during the tendering process. After the tendering process ends, and a winner is selected, the losing bidders will no longer be able to view the contract, and the winning bidder assumes the role of the “contractor”.
  • Fill in unit prices on a tender form
  • View drawings and documents uploaded by the developer or a stakeholder
  • Provide provisional (extra) item unit prices
  • Upload any signed or unsigned documents required in the tendering process
    • Contractor
The “contractor” role belongs to a single company; the company with the winning bid. After the tendering process, the contractor is provided with the required access to complete the project.
  • Propose change orders
  • Update the progress for an existing contract
  • View and upload drawings and other contract documents.

Contracts

In general, there are two types of contracts in the ContractComplete.
  1. Tender
    • Regular Tender
    • Administrator (Primary stakeholder) solo mode
  2. Awarded contracts
    • Collaborative mode
    • Contractor solo mode
    • Administrator (Primary stakeholder) solo mode
In Tenders, the Developer (maybe called as the Owner or the Primary Stakeholder) can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract as a solo mode. This usually happens when the contractor doesn’t have a ContractComplete account. Several features were added recently to make the tendering process easier, secure and more flexible:
  • Addendum Builder
  • Q&A (possibility for the bidders to submit their questions and receive answers)
  • Negotiation
  • Allow Resubmission
  • Manual Bid entry
  • Reopen Tender
  • Start work in Solo mode
  • etc
The awarded contracts can be in Collaborative or Solo mode as well. This also usually happens when one of the parties doesn’t have a ContractComplete account.

Contract Life Cycle

Stage Name Overview
Draft The developer may either pick stakeholders to design the contract, or start designing the contract on their own. When the contract is ready, the stakeholder or the developer can start the bidding process.
Tendering The selected bidders receive a notification telling them that they’ve been selected to bid on a contract. They can now view the contract documents and enter in their unit prices.
Post Tender The developer may view and compare the submitted bids to select a winner. Negotiation and Reopnening Tender features can be used in this stage.
In Progress Work on the contract has started, and new actions can be performed. Change orders, progress reports and invoices become available.
Completed All work has been completed on the contract, and no work remains to be done. The contract will be read-only unless it is re-opened by someone
Roles/Stage Name Draft Tendering Post Tender In Progress Completed
Developer
  • Select stakeholders & bidders
  • Configure deadline & commence the bidding process
  • View/design the tender form and related documents
  • Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)
  • Add additional bidders
  • View a comparison of all bids
  • Request that a contractor modify their bid (can be used to correct errors)
  • Pick a winning bid
  • Propose a change to a contract
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload and view documents
  • Re-open a contract
Stakeholders
  • Configure deadline and commence the bidding process
  • View/design the tender form and related documents
  • Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)
  • Add additional bidders
  • View a comparison of all bids
  • Request that a contractor modify their bid (can be used to correct errors)
  • Pick a winning bid
  • Propose a change to a contract
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload/view documents
  • Re-open a contract
Bidders
  • N/A (bidders cannot view the contract at this stage)
  • View or upload relevant documents
  • Complete the tender form
  • Submit their bid
  • Modify their bid, only if the developer or a stakeholder has given them permission to do so
  • N/A
  • N/A
Contractor
  • N/A
  • N/A
  • N/A
  • Create a progress report to track completion of the contract
  • Propose a change to a contract
  • Provide unit pricing for items in a change proposed by the developer or a stakeholder
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload and view documents

My Profile

Based on the name and last name user enters while signing up, a tab will be generated displaying the name and last name. This tab is located at the top right side of the application. Users can find the followings under this tab:
  • My Profile
  • Email Settings
  • Sign Out
My Profile
  My Profile: In the My Profile page user can do the following actions:
 
  • Edit job title
  • Change Password
  • Edit Social information
  • Edit name and last name
  • Upload a new Cover Photo
  • Upload a new profile picture
My Profile page
Upload a new profile picture: For uploading a new profile photo just click on the circle that displays either a picture or an initial, then upload an image. On the ‘Crop Your Avatar’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the profile photo will be updated. Upload a new Cover Photo: For uploading a new Cover Photo just click the edit sign  located on the top left side of the Cover Photo section, then upload an image. On the ‘Crop Your Cover Photo’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the Cover photo will be updated. Edit Profile & Change Password: To edit name, last name, job title, social information and to change the account’s password users can use the ‘Edit Profile’ drop down. On the ‘Edit Profile’ window you will be able to make all these changes. After making a change on one tab the “Accept” button must be clicked, so if you want to make changes on two or more tabs you should make a change on one tab and click the accept button, then go to the other tab make changes and click accept button, and so on.
Edit Profile
Note: ContractComplete users can see your profile page but won’t be able to make any changes. On the page, there is a section on the left side that displays your company’s information. If you have permission to edit this section, you can do it by clicking the ‘Profile’ located under the ‘My Company’ tab. For more information about how to change your company’s information click My Company Profile.     Email Settings: On this page you can select in which cases an email is required to be sent out to you. You can select all, by checking the top checkbox. After updating your notification preferences click the “Save Preferences” button at the bottom to save your changes. You can also choose to receive a daily reminder email of all selected items or even unsubscribe from all current and future email types by selecting the corresponding checkboxes.
Email Settings

Help

Starting to use a new application can be hard. ContractComplete team has provided several ways to make using the apated on the top right side, whenever you have any questions or issues regarding the app. For more information, click the links below.  

Documentation

Documentation explains how the software operates and how it is used. We have attached screenshots and step by step technical information about using the application to make the app easier to use. ContractComplete users can access the Documentation through the Help tab located on the top right side of the web application when they are signed in. The Documentation is also available on the ContractComplete website under the Resources tab.
Help tab
Documentation

Live Chat

ContractComplete users can access the Live Chat through the Help tab located on the top right side of the web application when they are signed in. So if you are using the app and you have any questions or concerns don’t hesitate to use the Live chat; ContractComplete technical support team will always be happy to help. The Live Chat is also available on the ContractComplete website at the bottom right side.
 
Help tab
 
Live Chat
 

Contact Us

In case you don’t have time to chat with our technical support team, you can send us an email or give us a call. Help tab includes the Contact Us information. The information can also be reached on the ContractComplete website at the bottom of the page.
 
Help tab
 
Contact Us

Send Feedback

ContractComplete team is constantly developing the app to improve the user experience. We welcome all feedback and suggestions. ContractComplete users can access the Feedback option through the Help tab located on the top right side of the web application when they are signed in. With the help of the feedback function, you can send your suggestions. We welcome bug reports, suggestions and comments to functions in general. A screenshot will automatically be created and appended to your feedback.
 
Help tab
Send Feedback

Profile

Profile is one of the ‘My Company tab’ menu items. By clicking the Profile, you will see your company’s profile page. ⚠You will only be able to make changes to this page if you have the Administrator permission. For more information about permissions please click here.
My Company tab
 
Other companies’ users can also see your company profile but in a different format. They can see your company’s information that is displayed at the top and your company’s ‘Company Directory’ that includes your company’s users. Don’t worry, they can’t make any changes.
My Company’s Profile – My View
My Company’s Profile – Other Companies’ view
Edit Company Profile: So if you have Administrator permission and want to update your company’s information you can do it by using the “Edit” button. After making changes on the ‘Edit Company Profile’ window, make sure to click the “Accept” button. The data that is entered on the ‘Edit Company Profile’ window will be your company’s default/main information. In case your company has more than one Division/Office you can add or update your company’s divisions’ information on the User Configuration page.
My Company’s Profile – My View
Edit Company Profile
Company Directory: On the Company directory section you can see your company’s users (who have a ContractComplete account), their email address and job title. Company Settings: If you have Administrator permission, you also can update the followings located on the ‘Company Settings’ section.
  • Company Icon Image: To update the Company Icon Image, click the “Change” button under the corresponding section and select an image.
  • Company Letterhead Image: To update the Company Letterhead Image, click the “Change” button under the corresponding section and select an image. You can also click the “Remove” button if you would like to use your company logo as letterhead image.
  • Company Category: To change your company’s category click the “Change” button under the corresponding section, select one of the provided categories on the ‘Find Industry’ window and click the “Accept” button. By selecting a category for your company, you will make it easier for other companies to find your company using the provided search filters.
  • Default Currency: To change your company’s default currency click the “Change” button under the corresponding section, select a currency from the drop-down menu, then click the “Save” button. This will be your company’s default/main currency. In case your company has more than one Division/Office, and/or different currencies are used, you can add your company’s divisions and update their information including each division’s used currency, on the User Configuration page.
Find Industry
Set Default Currency

User Configuration

On the User Configuration page which can be reached through the “My Company” tab, two sections are provided. Only the Administrator can make changes in both sections.

Company Divisions

The Administrator can Add, Edit and Remove Divisions on the User configurations page. For Adding a new Division click the “Add Division” button. On the ‘Add a New Division window’ fill in the provided fields then click the “Accept” button. Entering location information is optional. ⚠ The users can change the contract’s currency in the contract’s Draft stage later if needed based on their roles and permissions. Clicking the Recycle icon will remove the existing division. When a user creates a contract he/she can select a division for the contract. By deleting a division, existing contracts that are part of the deleted division will automatically be moved to the default division. By clicking the Pencil icon, the administrator can edit the division.
Add/Delete/Edit Divisions
Division Details
 

User Section

On the User configuration page, the Administrator can Add or Delete users, view user information, view user’s permissions and edit their permissions. After signing up in ContractComplete, each company can create only one free contract. The administrators can add as many as users they want before creating their second contract. But after creating the free contract they have to upgrade their plan and pay for the previously added users to be able to continue creating contracts. The Administrators can Upgrade their Plan in the Subscriptions page through the “My Company” tab. For more information about the pricing please click here. After Upgrading the Plan and paying for the previously added users, the Administrator have to first increase the number of the users on the Subscription page by clicking the “Change link” and then he will be able to add new users on the User Configuration page. Note: Provided messages will help you throughout the ContarctComplete. Don’t worry you can delete users at any time and update their number on the Subscriptions page.
Add/Delete User – View/Edit Permissions
Subscriptions page-Before Upgrade
Subscriptions page-After Upgrade-Update Number of Users
Now for adding a new user click the “Add user” button on the User Configuration page. On the ‘Account Invite’ window enter Name, Last Name and the user’s email address then click the “Next” button.
Add User
Account Invite
On the ‘Edit User Permissions’ window select one of the four provided permissions for the added user.
    • For giving the User Administrator Permission make sure the Administrator check box is checked.
Permissions-Administrator
    • For selecting other Permissions, first uncheck the Administrator checkbox. Now click on one of the divisions on the left side, then select a Permission. Each user can have the same or different permission in different divisions. (e.g a user can have the Manager Permission in Division A and at the same time be only a Resource Viewer in Division B).Click the “Accept” button to finish adding the user.
Permissions-Divisions01
Permissions-Divisions02
Note:
     Click the Plus sign for each permission to see the permitted actions. Other than the listed actions, the Administrator can add/delete users, view and update payment information, add/delete divisions and assign admin rights to other users.
Resend invite Option can be used later to make sure the user has received the Invitation email in case the user didn’t sign up.
Resend Invitation

Integrations

Application integration combines and enhances data flows between two separate software applications. It is often used to create a bridge between apps, enabling a wide range of independently designed applications to work together. The “My Company’s Integrations” page displays all the applications that can be used for integrating data.  
Integrations
 

Procore

Procore is one of the applications that can be used for integration. If your company is using Procore application and you already have a Procore account, you can connect your ContractComplete account to your Procore account. By connecting these two applications you will have the option to import your Procore bid packages into ContractComplete for tendering. You can also export bid results to Procore. You can disconnect these two applications whenever you are willing to do so.  

Connecting ContractComplete to Procore

For connecting your ContractComplete account to your Procore account just click the “Connect” button on the Integrations page. You will be redirected to the Procore login page to authorize ContractComplete to access your Procore data. After logging in to your Procore account, the two applications will be connected and you will be able to share data. You can disconnect these two applications whenever you are willing to do so by clicking the “Disconnect” button.  
Integrations-connect to Procore 01
Integrations-connect to Procore 02
 
Integrations-connect to Procore 03
Integrations-connect to Procore 04
Share data from ContractComplete to Procore After connecting ContractComplete to Procore, if you are willing to share your data with Procore within ContractComplete, you just need to look for buttons with the Procore logo.
  • Export bid results to Procore: Currently ContractComplete supports exporting bid results to Procore for Consultants (Primary and Additional stakeholders). The mentioned button will be available after a tender’s deadline is passed, in Post Tender stage on the Overview page at the top left side. By clicking the “Export to Procore” button the ‘Select Procore Project’ window will be displayed. Select your company name from the drop down box then select a Project. By clicking the “Accept” button the bid results will be exported to your Procore account, displayed in the selected Project in documents.
     
    Integrations-Export Bid Results
    Integrations-Select Procore Project
 

Contacts

Coming Soon!

Subscriptions

Coming Soon!

Invoices

Estimation

Coming Soon!

My Action Box

Coming Soon!

Contract Setup

In the ContractComplete application based on the contract type 5 stages are provided. The stages will be displayed on the top right side of a contract. This will be displayed on some of the contracts when the user opens them. Click the ContractComplete Overview link for more information.
  1. Draft
  2. Tendering
  3. Post Tender
  4. In Progress
  5. Completed
There are two main types of contracts in ContractComplete Tendered Contracts & Awarded Contracts. A tendered contract is one that has yet to be awarded to a contractor and requires a ContractComplete bidding process. Awarded contracts are those that have already been awarded to a contractor outside of ContractComplete. In these cases, the contract owner, or primary stakeholder has already made a decision on which contractor to use. Those contracts therefore skip the tendering process and proceed immediately to the In Progress capabilities. Overvall, in the ContractComplete the users can create the following Contracts, Tenders & Quotes:  If you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so.
Awarded contracts
  • Collaborative mode
  • Contractor solo mode
  • Administrator (Primary stakeholder) solo mode
Tenders
  • Regular Tender
  • Administrator (Primary stakeholder) solo mode
Quotes
  • Collaborative mode
  • Contractor solo mode

Awarded Contracts

The awarded contracts can be created in the Collaborative or Solo mode. Solo mode can be used as the Administrator (Primary Stakeholder) or as the Contractor. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. ContractComplete is a flexible application. So don’t worry if you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so. These three types of contracts have some diffrences in their appearances and functions, but most of the pages and functions are the same. More Information is provided in the following links.

Tenders

In Tenders, the Primary Stakeholder can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract in Administrator Solo mode. This usually happens when the bidder who was selected as the contractor doesn’t have a ContractComplete account. In the Tendering phase a link is provided on the Overview page for the external bidders (bidders who don’t have the ContractComplete account). The Primary Stakeholder can send the link for the external bidders to participate. Bidders can be added in the Draft, Tendering and Post Tendering stages. More Information is provided in Tender. Several features were added recently to make the tendering process easier, secure and more flexible:
  • Addendum Builder
  • Q&A (possibility for the bidders to submit their questions and receive answers)
  • Negotiation
  • Allow Resubmission
  • Manual Bid entry
  • Reopen Tender
  • Start work in Solo mode
  • etc

Quotes

The Contractors can create Quotes and email the automatically created quote document to the users of their favorite companies. Contractors can select a Primary Stakeholder and start the contract in the Collaborative mode or choose to proceed in the Solo Contractor mode. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. More Information is provided in Quote.

My Bids, Tenders & Quots

My Bids, Tenders & Quotes tab is located on the top left side of the ContractComplete application. Clicking this tab will open the My Bids, Tenders & Quotes page. On this page the users can create Quotes and Tenders using the provided buttons. Tenders and Quotes are displayed on this page:
  • Quotes (Draft stage)
  • Tenders (Draft stage)
  • Tenders (Tendering stage)
  • Tenders (Post Tender stage)
New Tender/ Create Quote Buttons
 In Tenders when the Primary Stakeholder selects a bidder as the contractor and award the tender, the Contract will go to the In Progress stage and will be moved to the My Contracts page.  In Quotes, after adding a Primary Stakeholder or Commencing the Progress in Solo Contractor mode, the Contract will be moved to the My Contracts page. To Be Continued …

Quote

Coming Soon!

Tender

A tendered contract is one that has yet to be awarded to a contractor and requires a bidding process. For Creating a Tender click the “My Bids, Tenders & Quotes” tab located on the top left side of the ContractComplete page. On the “My Bids, Tenders & Quotes” page two buttons are provided on the top left side.
  • New Tender
  • Create Quote
New Tender/ Create Quote Buttons
Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.
New Tender button
⚠ Division field may not appear on the Create Tender window if no divisions were added on the “User Configuration” page. If your Company has more than one division, you can add divisions on the User Configuration page located in the “My Company” tab. Please see the User Configuration for more information about the divisions.
Create Tender window 01
Create Tender window 02
After filling the required fields, selecting Time Zone and Division click the Accept button. Now the Tender is created, your company will be the Primary Stakeholder and the Tender will be in the Draft stage.
 
New Tender/ Draft stage
 

Next Steps:

Next steps are explained in details in the links below:
  • Draft
  • Tendering
  • Post Tender

Tender Draft stage

A tendered contract is one that has yet to be awarded to a contractor and requires a bidding process. For Creating a Tender click the “My Bids, Tenders & Quotes” tab located on the top left side of the ContractComplete page. On the “My Bids, Tenders & Quotes” page two buttons are provided on the top left side.
  • New Tender
  • Create Quote
New Tender/ Create Quote Buttons
Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.
New Tender button
⚠ Division field may not appear on the Create Tender window if no divisions were added on the “User Configuration” page. If your Company has more than one division, you can add divisions on the User Configuration page located in the “My Company” tab. Please see the User Configuration for more information about the divisions.
Create Tender window 01
Create Tender window 02
After filling the required fields, selecting Time Zone and Division click the Accept button. Now the Tender is created, your company will be the Primary Stakeholder and the Tender will be in the Draft stage.
New Tender/ Draft stage

Next Steps:

Next steps are explained in details in the links below:
  • Draft
  • Tendering
  • Post Tender

Tendering

The ContractComplete tendering process is designed to be as fair and flexible as possible. It allows stakeholders a basic level of transparency into the process, while at the same time not disclosing details of the Bidders’ submissions before the deadline. Stakeholders may make changes to a tender at any time during the tendering process. A formal addendum process is provided for ensuring that bidders are made aware of these changes. During the tendering process, the followings will be done by the Bidders. Bidders will be given the option to download a checklist that enumerate these items.
  • Enter unit prices on the Schedule of Prices page (add notes and questions if required)
  • Enter unit prices and values on the Provisional Items page
  • Upload any documents requested by the stakeholders
  • Upload any additional documents the bidder feels are relevant
  • Submit the bid
For more information click the links below:

Tendering-Stakeholder’s Vie

This article covers the tendering process from the perspective of the Stakeholders. If you are a Bidder, you may wish to read the page covering Tendering Bidder’s View.

Commence Bidding

After making changes in the Draft stage, you can start the Tendering stage. In the Draft stage go to the Overview page, set a deadline in the Summary section and click the “Commence Bidding” button. The Tendering stage will start and the bidders will receive an Email and a message in their action box, inviting them to Bid.
RFP Deadline
Commence Bidding
⚠ If you forgot something in the Draft stage don’t worry, you can make any change you wish to a contract in the tendering phase. Making changes in the schedule of prices, provisional items, documents and bidder instructions pages immediately updates the view that the bidder has of the contract. In the Tendering stage the Stakeholders will see 7 pages same as the following. Please go through the provided tabs to see the detailed explenation of each page.

Overview

On the overview page 7 sections are provided:
    • Summar
In the Summary section, Contract Information can be edited. Clicking the “Edit Contract Info” button will open the ‘Edit Contract’ window. Simply make changes and click the save button. In the Tendering stage you won’t be able to change the Time Zone, Division or the Currency.
Tendering Overview page_Summary
Edit Contract window
Allow Incomplete Bids: If you have selected this option in the Draft stage, the bidders can submit an Incomplete Bid in the Tendering stage. In the Tendering stage you won’t be able to check or uncheck this option. Allow Bid Encryption: As mentioned in the Tender Draft stage, extra security can be added by using the Allow Bid Encryption option. Allow Bid Encryption will give the bidders permission to encypt their bid and enter a password after opening the Tender for the first time in the Tendring stage. If the bidders have chosen to encrypt their bid, make sure to ask them to provide you with the password; otherwise you won’t be able to see their bid in the Post Tender stage. Add Location using the Pick button. Then in the ‘Select a Location’ window search for the address using the Map or the search field, then click the Accept button.
Location
Select a Location window
Bidder Invite Url: For inviting more bidders to this tender use the provided Url. The Bidders may or may not have the ContractComplete account. The Bidders will be able to login or sign up using the Url. ContractComplete application is free for the bidders. When a bidder login or signup using the Url, the bidder automatically will be added in the Bidders section on the Overview page.
Bidder Invite Url
RFP Deadline: In the Tendering stage you still can change the deadline as long as the deadline is not passed. The bidders will be notified of the change by email and a message in their action Box. Tenders have a finite deadline. 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 the bidders haven’t submitted their bids; 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 you can access these features.
    • Addenda
In the Tendering stage you can still make changes to the schedule of prices, the documents, provisional items, and bidder instructions at any time. The changes made to the schedule of prices, the documents and provisional items will be displayed on the Addendum Builder page. If you would like to alert the bidders with an addendum summarizing these changes, you have two options. You can:
      • Go to the Addendum Builder page and use the “Create from Selected” button. ContractComplete will automatically generate an addendum based on your recent changes.
      • Upload an addendum PDF that you have created outside of the ContractComplete application using the “Upload Addendum” button located both on the Overview page and Addendum Builder page.
    • So, if you have your own pdf file click the “Upload Addendum” button in the Addenda section. Fill in the required fields, select a file and click the finish button on the ‘Upload Addendum’ window. (The Uploaded file can be downloaded in the Addenda section later if needed.) The file will be emailed to all the bidders. The Bidders will also see a message in their action box notifying them of the changes.
Addenda Section
Upload Addendum Window
After sending an addendum, Acknowledge sign A1 will be added on the Bidders Section. The Bidders will see an “Acknowledge” button beside each addendum you send. When a bidder clicks this button the Acknowledge sign color will change to green A1 . This means that the bidder is completely aware of the change. On the Addenda section you also can see how many bidders have acknowledged the addenda.
Addenda Acknowledge Sign
    • Configurations
The Configurations section options will affect the Progress Reports, Invoices, Holdback Invoices, Payment Certificates and Holdback Payment Certificates in the In Progress stage. This section can be edited in the other stages as well. Payment Terms: The Payment Terms can be set to help monitor the due dates displayed in the Invoices page located at the My Company tab. To set the Payment Terms, click the Edit button, then choose one of the options, enter a number and click the Save button.
Configurations
Configurations_Payment Terms
Overbilling: Overbilling option will allow the contractor in the In Progress stage to bill for the unit quantities greater than the original contract quantities. Once the contractor submits their first overage, you won’t be able to uncheck the Overbilling. To allow the Overbilling checkin the Checkbox, then click the “Yes” button in the ‘Allow Overbilling’ window.
Configurations_Overbilling Checkbox
Holdback defaults: Holdback defaults can be added using the “Add Default Holdback” button. Click the “Add Default Holdback” button, enter a name and amount (the amount will be in percentage). If you want to set the holdback as a default for all the new Tenders and Contracts checkin the Checkbox then click the “Plus” button. The holdback will be added at the bottom of the ‘Holdback Amounts’ window and the Overview page. If you want to set the holdback for only this contract make sure the checkbox is unchecked. To add a holdback from the bottom list click the green plus sign located on the left side of the holdback. Clicking the “Red Trash” icon will delete the Holdback default from the page.
Configurations_Holdback Defaults
Configurations_Holdback Amounts window
    • Stakeholders & Bidders
In the Tendering stage you still can add or delete Additional stakeholders and bidders. Deleted Additional Stakeholders and Bidders will no longer see the Tender right after they’ve been deleted. Additional Stakeholder: You can still add or delete additional stakeholders in the Tendering stage. The Additional stakeholders can now be added with two different permissions:
      • Selecting the Read-Only Permission will only allow the Additional Stakeholder to view the Tender. The Additional stakeholder will only be able to do some restricted actions.
      • Selecting the other option will allow the Additional Stakeholder to edit and do many actions similar to the Primary Stakeholder.
For adding a stakeholder, click the “Add Stakeholder” button. On the ‘Stakeholder Selection’ window select one of the companies from the list. If the company you are looking for is not on the list, enter the company name or an Email address in the top field to find it. Using the Filters on the left side can be helpful to find the company faster.
Tendering-Additional Stakeholders & Bidders Section
Stakeholder Selection window
In case the company you are looking for doesn’t have a ContractComplete account, use the “Invite New Company” button. On the ‘Invite a Vendor’ window you will be able to send an invitation for an employee of your favorite company. Fill the required fields then click the “Send” button. If you want to send the invitation for several employees of a single company use the “Add” button located on the top right side of the window.
Additional Stakeholder Invite
Invite Vendor Window
After Selecting the company choose one of the two provided options on the ‘Consultant Status’ window to give the company the required permission.(Read-Only or Edit) Click the Save button to proceed. The Additional stakeholder will be added on the page and he/she will receive an email inviting them to collaborate on the created Tender. Clicking the red trash icon will delete the stakeholder from the Overview page.
Additional Stakeholder Permission
Bidder: You can still add or delete Bidders in the Tendering stage. The deleted bidders will no longer see the Tender right after they’ve been deleted. To add a bidder click the “Add Bidder” button. Unlike the Stakeholder Selection window, on the ‘Company Selection’ Window you are able to select several bidders at the same time before clicking the save button. Use the Filters or the search box to find the companies faster.
Tendering-Add Bidder
Tendering-Company Selection Window
In case the company you are looking for doesn’t have a ContractComplete account, use the “Invite New Company” button. On the ‘Invite a Vendor’ window you will be able to send an invitation for an employee of your favorite company. Fill the required fields then click the “Send” button. If you want to send the invitation for several employees of a single company use the “Add” button located on the top right side of the window.
Add Bidder-New Company
Invite Vendor Window
The selected and invited companies will be added on the right side of the ‘Comapny Selection’ Window, clicking the save button will add the bidders on the Overview page. Since you are in the Tendering stage, the added bidders will see the Tender right after they’ve been added. They will also receive an email and a message in their Action Box inviting them to bid.
Add Several Bidders
Important:
      • In the Tendering stage, in the bidders section you can see the bidders intent. Bidders are able to indicate their bid intent within ContractComplete in this stage, but if you have already know their intentions, you may specify that here using the “Edit Intent” button.
      • You may have uploaded files on the document page or uploaded a file as an addendum. The number of uploaded files is displayed in the bidder section. When a bidder opens a file this section will be updated.
      • As mentioned in the Addenda section, if you have sent an addendum using the Addendum Builder page or “Upload Addendum” button, the Acknowledge sign A1 will be added on the Bidders Section. The Bidders will see an “Acknowledge” button beside each addendum you send. When a bidder clicks this button the Acknowledge sign color will change to green A1 . This means that the bidder is completely aware of the change.
Tendering-Bidder Section
Edit Bid Intent Window
    • Questions
The bidders can submit questions about a specific item in the Schedule of Prices page or anything else. These questions will be displayed in this section. You can provide an answer, add, delete () or edit a question. The answer can be used to generate an addendum later. Note that answering a question will not notify the bidders until an addendum is sent.
Tendering-Questions section
Edit Question Window
    • Followers
The users listed on this section will receive notifications and alerts for this specific Contract 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. Adding stakeholders and bidders in the Tendering stage will automatically add the companies and their Master Admin in the Followers section.
Tendering Stakeholder’s view-Followers
Edit Followers
    • News Feed
Important changes, actions and updates made on a contract (manually or automatically), will be displayed on the News Feed. Notes can be added on the News Feed section as well by clicking the “Add a Note” button. If you want the followers to see the Note only on their News Feed just enter a note on the right side and uncheck the “Notify Users with an Email”, then click the Accept button; otherwise the followers will receive an email as well as seeing the note on their News Feed.
Tendering Stakeholder’s view-News Feed
Add a Note

Next Stage:

When the Deadline passes the Post-Tender stage will start. You will be able to see the bidders submissions, comparing them with your budgeted prices and values, negotiate with them and award the contract. Many features are 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.

Tendering-Bidder’s View

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.  
    • If your company was selected as a bidder in a Tender, you will receive a Bid Invitation email. Also, you will receive a message in your Action Box as an invitation.

    • The stakeholders may share a Bidder Invite Url for their Tender in order to invite bidders. If you have the url, you will be able to participate as a bidder. In case your company doesn’t have the ContractComplete account you can sign up and create an account. The ContractComplete application is free for the bidders.

    • In case your company doesn’t have the ContractComplete account and your company was selected as a bidder in a Tender, you will receive a Bid Invitation email with a Bid Package. By clicking the Bid Package button a page will open which includes:
      • Tender Information and Documents
      • Detailed Bidder Instructions
      You can download tender documents in ZIP format, read the bidder instructions and participate as a bidder. ContractComplete supports solo mode Contracts as well, so you still can be selected as the contractor and win the bid. You can also create an account and continue using the application, the ContractComplete application is free for the bidders.

  • The ContractComplete application is free for the bidders.
   

Bid Encryption

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.

Encrypting your bid has a few implications that you should consider:

  • Encrypted bids are encrypted with a password that you provide. This password must be communicated to the primary stakeholder after tendering is completed in order to unlock your bid.
  • Your bid encryption password will have to be re-entered if you decide to view or edit your submission on a different computer.
  • Document upload preview is not supported for encrypted bids.
  • If you lose or forget your password, you will lose your bid submission – we cannot recover a lost password for you. We can, however, reset your submission so you can pick a new password.
  • You can download the provided receipt after entering the password. Be sure to keep this receipt safe. It will help you recover your password if you forget it.
Bid Encryption Window
After deciding to either encrypt your bid or not, click the save button to review the tender. 6 pages are provided as follows:
 

Overview

On the Overview page the bidder will see 5 sections:
    • Cover Sheet (Bidder Instructions)
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.
Tendering Bidders view-Overview-Cover Sheet Sample
    • Tender Information
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.
Tendering Bidders view-Overview-Tender Information
Deadline-Bid Intention
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.
Tendering Bidders view-Questions
Ask a Question window
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.
Tendering Bidders view-Stakeholders
Tendering Bidders view-Stakeholder’s information
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.
Tendering Bidders view-Addenda
Tendering Bidders view-Addenda Documents
    • Followers
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.
Tendering Bidders view-Followers
Tendering Bidders view-Edit Followers
    • News Feed
Important changes, actions and updates made on the tender (manually or automatically), will be displayed on the News Feed.
Tendering Bidder view-News Feed
    • Subcontracts
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.
      • Click the “Add New” button for attaching a new contract or tender to the current tender. Select one of the options, fill in the required fields and click the Accept button. The created Contract/Tender will be added in the Subcontracts section after clicking the “Yes” button on the ‘Designate Subcontract’ window. A page refresh may be needed to see the subcontracts.
      • Search the contract/tender you want to attach as a subcontract in the search box. This way you can attach the existing contract/tender to the current tender by clicking the “Link” icon.
Tendering Bidders view-Subcontracts
Find a Subcontract window
 

Next 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.

Post-Tender Stage

Tenders have a finite deadline. When the Deadline passes the Post-Tender stage will start. This article covers the post tender stage from the perspective of both the Stakeholders and Bidders.
 In a Tender, stakeholders can allow the bidders to encrypt their bid. If the bidders have encrypted their bid, the entered password must be communicated to the primary stakeholder after tendering is completed in order to unlock their bid.
In the Post Tender stage:
    • The Stakeholders can see the bidders submissions, comparing them with their budgeted prices and values, negotiate with the bidders and award the contract. In case the chosen contractor doesn’t have the ContractComplete account, the stakeholders can proceed to the next stage using the “Start Work in Solo Mode” button on the Overview page.The stakeholders have access to the features below:
      • Reopen Tender: By using this feature the Tendering stage will be displayed again for both stakeholders and bidders with a new deadline.
      • Allow Resubmission: The stakeholders can allow one or more bidders to resubmit their bid within a new deadline. The bidders then will be able to resubmit their bid before the new deadline passes.
      • Manual Bid Entry: The stakeholders can communicate with the bidders and manually enter the bidders’ prices for the items in the Schedule of Prices and Provisional items page.
      • Negotiate: The primary stakeholder can start to negotiate with one or more bidders using this feature in order to make a scope change to a contract before awarding it.

  • The Bidders will no longer be able to make changes or submit bid. They can only view the pages and documents, use the export option on the Schedule of Prices and Provisional items, download documents and files.
    • The bidders will be able to submit or resubmit their bid if the stakeholders use the Reopen Tender or Allow Resubmission features.
    • The bidders can communicate with the stakeholders so that the stakeholders can manually enter the Schedule of Prices and Provisional items prices for the bidders using the Manual Bid Entry feature.
    • The bidders can negotiate with the stakeholders if the stakeholders use the Negotiate feature in the Post Tender stage.
  When the Post Tender stage starts, the stakeholders and bidders will still have two different views. Click the provided buttons to see their views.
 

Next Stage:

In the Post Tender stage, after reviewing the bidders’ submissions, the stakeholders may award the contract using the negotiation or directly by clicking the “Award Contract” button. Either way, the chosen bidder(s) will be notified by an email and a message in their action box. The In Progress stage will start after awarding the contract and the contract will be visible in the My Contracts page. For more information about the next stage click the In Progress stage.

Reopen Tender

The Reopen Tender feature is one of the many features available in the Post Tender stage. Reopening Tender is useful for issuing a post-tender addendum or making other changes to the scope of the work. The “Reopen Tender” button is located in the Summary section on the Overview page.
Post Tender-Stakeholder’s view-Overview page
  To Reopen the Tender, first make sure you do not have open negotiations in the Negotiations section on the Overview page. If you still have an open negotiation delete it before reopening the tender. Now click the “Reopen Tender” button. On the ‘Re-open Bidding’ window set date and time, Check in the Checkbox and click the “Accept” button. By reopening the tender, the tendering stage will be back and the bidders can submit their bid within the new deadline. The bidders and stakeholders will receive an email and a message in their action box notifying them of the new submission deadline. For more information about the tendering stage click the Tendering.  
Post Tender-Stakeholder’s view-Overview page-Summary
Post Tender-Stakeholder’s view-Reopen Tender
  Note: If you have allowed the incomplete bids in the Draft stage before, the bidders will be able to submit incomplete bids. If you make changes after the bidders have submitted their bid, they are not required to resubmit and therefore an incomplete bid is possible. The bidders won’t be able to make changes or submit their bid after the deadline is passed. When the deadline passes, the Tender will go to the Post Tender stage again. .

Allow Resubmission

This article covers the changes to a particular bid submission in the Post Tender stage. If you are looking to change the scope of the contract in the Post Tender stage, please see the Negotiations. The stakeholders can use the Allow Resubmission feature in the cases below:
  • The stakeholders may want a bidder to correct the submission’s errors & omissions
  • The bidder may have forgotten to submit their bid before the deadline and the stakeholders want to give them a new deadline so that they can submit their bid.
  • The stakeholders may want to get a last minute quote from a contractor who wasn’t part of the original bidding process.
  • The stakeholders may have added a new bidder in the Post Tender stage.
  • Or other cases.
Upon reviewing bidders’ submissions in the Post Tender stage, the stakeholders may notice that a bidder has made a mistake or has accidentally omitted something. Or alternatively, the bidders may have forgotten to submit their bid. Or perhaps the stakeholders wish to get a last minute quote from a contractor who wasn’t part of the original bidding process. All of these scenarios can be addressed through the “Allow Resubmission” feature. Therefore, after a tender closes, any bid can be changed (or submitted for the first time) if the stakeholders request it. By clicking the Allow Resubmission option the stakeholders will give the bidder one-time authority to change their bid and resubmit within a new deadline. The bidder will be notified by email and a message in his/her action box when the stakeholders make this request.

Allow Resubmission-Stakeholder’s View

To allow a bidder to resubmit/submit their bid in the Post Tender stage, click the options icon  beside that bidder located in the Stakeholders and Bidders section on the Overview page. Enter a new deadline on the ‘Allow Bidder to Resubmit Bid’ window, checkin the checkbox and click the “Accept” button. By clicking the Accept button, the bidder will receive an email and a message in the action box notifying that they can resubmit their bid within the new deadline. You will see the Resubmission deadline beside the bidder’s name after clicking the Accept button. When the deadline passes the bidder won’t be able to submit a bid anymore.
Post Tender-Stakeholder’s View-Allow Resubmission
Post Tender-Stakeholder’s View-Resubmit window
When you allow the bidders to submit/resubmit their bid in the Post Tender stage, their submissions will be available after they click the “Submit” button, even if the deadline hasn’t passed yet. In other words, they can only submit their bid once by clicking the Submit button. You will receive an email and a message in your action box after the bidders submit/resubmit their bid.
Post Tender-Stakeholder’s View-Resubmission Deadline

Allow Resubmission-Bidder’s View

When the stakeholders allow the bidders to resubmit their bid, the bidders will receive an email and a message in their action box notifying that they can resubmit their bid within the new deadline. The bidders then can modify their bid and submit it before the new deadline. ⚠ As a bidder keep in mind that you can only submit your bid once by clicking the Submit button in the Post Tender stage. After clicking the Submit button, even if the deadline hasn’t passed yet, you will no longer can make any changes or resubmit your bid.
Post Tender-Bidder’s View-Resubmission 01
Post Tender-Bidder’s View-Resubmission 02

Manual Bid Entry

The Manual Bid Entry is one of the many features available to the stakeholders in the Post Tender stage. The Stakeholders can manually enter items’ unit prices in the Submissions page and Provisional Items page for the bidder using the Manual Bid Entry feature. Sometimes Bidders may have missed the deadline, and may want to send the items’ unit prices directly to the stakeholders. In this case and similar cases, the stakeholders can use the manual bid entry to better compare the bidders’ submissions on the Submissions and Provisional items pages. To use this feature, click the options icon  beside the bidder located in the ‘Stakeholders & Bidders section’ on the Overview page, then click the Manual Bid Entry option. Now on the Submissions page and Provisional Items page click in the cells displaying the pencil icon . Enter unit price for the item in the ‘Placeholder Price’ window and click the “Save”/”Save & Next” button. You can enter all the items’ unit prices or just enter some of them.
Post Tender-Stakeholder’s View-Manual Bid Entry-Overview page
Post Tender-Stakeholder’s View-Manual Bid Entry-Placeholder Price Window
Post Tender-Stakeholder’s View-Manual Bid Entry-Submissions page
Post Tender-Stakeholder’s View-Manual Bid Entry-Provisional Items page

Negotiations

A negotiation is like a second contract, which can be manipulated in the contract editor in any way by the bidder and the primary stakeholder in the Post Tender stage. However it will not appear in the “My Contracts” page until negotiations have been concluded. In some cases, after the tendering process, a stakeholder may wish to make a scope change to a contract before awarding it. The Negotiate feature will help to make any of the following changes:
  • Add or remove the contract items (Schedule of Prices)
  • Add or remove provisional items
  • Change pricing, descriptions, item names, or quantities
  • Add or remove documents (although this can be accomplished more easily after the contract has been awarded)
  • Split the contract into two or more smaller contracts and award these to multiple contractors.
Click the buttons below to see the Negotiation from the view of Stakeholders and Bidders:  Negotiation Stakeholder’s View
 Negotiation Bidder’s View  
 

Next Stage:

Once both parties have accepted the outcome of the negotiation, the primary stakeholder can decide to award the contract. The negotiated contract will move to the In Progress stage, becomes a standalone contract and be visible on the “My Contracts” page. The In Progress stage will start after awarding the contract. The selected bidder will receive an Email and a message in his/her action box notifying that they were selected to be the contractor. For more information about the next stage click the In Progress stage.

Awarding a Contract

This article covers awarding a tender to a bidder in the Post Tender stage. In the ContractComplete, tenders close automatically and typically less than a minute after the deadline. When the deadline passes, the Post Tender stage will start and the bidders won’t be able to submit their bids anymore. In the Post Tender stage the stakeholders will have a chance to review the submissions. After reviewing the submissions they can do the following actions to award the contract:
  • Negotiate with one or more bidders and award the contract to one or multiple bidders.
  • Proceed to award the contract to the chosen bidder using the “Award Contract” button.

Award contract using the Negotiation option

The stakeholders may wish to divide the contract and award it to more than one bidder. In this case, they have to open negotiation with one or more bidders. Click the Negotiations for more information.

Award contract using the “Award Contract” button

In case the stakeholders are content with the submissions and would like to award the contract without any pricing or scope changes, they can do so by clicking the “Award Contract” button located beside their desired bidder on the Overview page. By clicking this button the chosen bidder will become the contractor and will be notified by an email and a message in his/her action box, the In Progress stage will start and the contract will be visible on the “My Contracts” page. For more information about the next stage click the In Progress stage.
Post Tender-Stakeholder’s View-Awarding the Contract
Post Tender-Stakeholder’s View-Award Contract Button

My Contracts

Both contractors and project owners may create awarded contracts. Regardless of your role, the first step is to move to the Contracts page, then click “New Contract”. At this step you will have a chance to set some basic details for this contract. Change the “Contract Type” to “Awarded”. Selecting this option will prompt you to select your role in the contract. If you are a contractor, you will be further prompted to select the primary stakeholder (you can use this dialog to send an invite if they are not already ContractComplete users). If you are the primary stakeholder you will later have the opportunity to add bidders and stakeholders and select a contractor.
Awarded contracts may be created by either a contractor or a primary stakeholder. Therefore you will be asked to specify which one you are.

Next Steps

Now that you’ve created your contract you can enter your unit price contract into ContractComplete. If you already have your contract in a spreadsheet format, we suggest trying our importer tool to save time. If not, that’s fine – you may wish to check out the following pages which explain setting up a contract from scratch. The “Candidate Instructions” tab can help you provide instructions to bidders if you are working on a tendered contract.

Contract-Awarded Collaborative mode

Coming Soon!

Awarded collaborative mode-Draft stage

Coming Soon!

Awarded collaborative mode-Draft-Stakeholder view

Coming Soon!

Awarded collaborative mode-Draft-Contractor View

Coming Soon!

Collaborative mode-In Progress stage

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the followings will be available for both Consultant’s and Contractor’s sides as well as “Overview”, “Schedule of Prices”, “Provisional Items”, “Documents” pages, with some differences. The RFI and Submittals pages are currently only available for Collaborative mode. For brief information about each feature click the Learn more link for each title. Detailed information can be found here:

RFI

With the RFI (request for information) module contractors can quickly generate formal requests. This module allows contractors and Consultants to upload and mark up images to be included in the RFI. Learn More

Submittals

Submittals can be requested by the consultants. Contractors will be able to create submittals based on the requests and send them for approval to the consultants. Learn More

Proposing Changes

Markup drafts of your suggested contract changes before including them in your change orders for formal approval. Learn More

Change Orders

Create a formal change order to be signed and eventually added to the scope of the contract. Learn More

Progress Reports

Track your contract as it progresses from start to completion. This is a prerequisite for invoicing. Learn More

Invoicing

Learn how to create detailed, uniform invoices for completed work in minutes. Learn More

Payment Certificates

Approve payment for completed work in just a few clicks. Learn More

Collaborative mode-In Progress stage-Stakeholder view

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the following pages will be available for both Consultant’s and Contractor’s sides with some differences. The RFI and Submittals pages are currently only available for Collaborative mode.
 

Overview

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Collaborative mode-In Progress stage-Stakeholder view

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the following pages will be available for both Consultant’s and Contractor’s sides with some differences. The RFI and Submittals pages are currently only available for Collaborative mode.
 

Overview

Comming Soon!

Collaborative mode-Completed stage

Coming Soon!

Contract-Awarded Administrator Solo

If you have clicked the “Start Work in Solo Mode” button in the Post-Tender stage and want to know what happens next, click the In Progress button.

Coming Soon!

Contract-Awarded Contractor Solo

Action Items

Coming Soon!

Clone Contract

Coming Soon!

Followers & Action Items

Action Items

In order for ContractComplete to be as effective as possible, we need to keep stakeholders informed with respect to which tasks need to be completed. Action items are our way of doing that. Action items are essentially an email notification attached to a particular task that needs to be completed. For example, a contractor may receive an action item asking them to submit a bid on a contract, and a consultant may receive an action item asking them to approve an invoice. When the action item is created, an email is sent out and posted to the “Action Box” of the concerned users. Most action items are automatically archived (disappear) when their associated tasks are completed. But all action items can be archived manually using the gear menu in the action box.
You can manually archive action items using the gear menu.

Following Contracts

Action items are helpful for keeping stakeholders informed, but not every user needs to receive every action item. In order to ensure the correct individuals receive the most relevant action items, each contract has a “Following List”. Any user can add or remove themselves, or other users from a contract’s following list. If an action item for a contract is sent to a company of which no users are following the contract, all administrators will be automatically added as followers and assigned the action item. The administrators can then add the appropriate followers. This typically happens for bidders when the tendering process first starts.

Bidder & Contractor Selection

This article is mostly relevant to stakeholders and primary stakeholders as it deals with selecting contractors.
The contract overview tab provides various functions, but most importantly the ability to select contractors, stakeholders, and bidders. In a tendered contract, bidders can be added in all three of the draft, tendering, and post-tender phases. In all cases the bidder will receive an email notification informing them that they have been invited to bid, but only when tendering starts. For relevent information on adding a bidder after the deadline, please see the article on Allow Resubmission. You can also use this page to invite users to join ContractComplete – if they don’t already have an account.
You can add bidders and stakeholders on the overview page. In the case of awarded contracts, this is where you will select your contractor.

Schedule of Prices

The Schedule of Prices page is the most important part of the unit price contract. In a tendered contract, these line item will serve as the main bid form, allowing bidders to simply fill in their unit prices. For awarded contracts, an extra column, the unit price column, will be available. All stakeholders will be able to directly manipulate these prices until the contract leaves the draft stage.
Already have your contract in a spreadsheet? Check out the importer tool!
Unit Price contracts in ContractComplete are hierarchical, meaning they support multiple subheadings for better organization. You may use the + icon to add items as children of the current row.
A basic contract with subheadings. The sigma button allows you to dictate which subheadings are important enough to have their own subtotal lines in invoices. This can be changed at any point in the contract lifecycle.

Customizing Units

New ContractComplete accounts come pre-configured with several default units. But in some cases, these units alone will not be sufficient. You may add your own custom units by click the “Units” button in the toolbar.

Allowances

Have a specific price in mind for a particular line item? No problem. You can use the allowance feature to set this price. In order to use an allowance for a line item, you must fill in the “Budgeted Unit Price” field. Then you’ll be able to use the “lock” button to classify that item as an allowance. If your contract has allowances, the contractor will be asked to explicitly accept these allowances in order to complete their submission.
A basic contract with allowances. The lock indicates that the pricing is set by you (by way of the “Budgeted Unit Price” column. The “unlocked” lock indicates that the pricing will be set by the contractor.

Importer Tool

The importer tool is useful for anyone who already has their unit price contract designed in a spreadsheet. It can save you time by importing both provisional items and line items into ContractComplete. This article discusses how to use the tool effectively. The first step is to download the latest version of the spreadsheet template. We suggest making a habit of doing this regularly because the spreadsheet does sometimes need to change as we add new features to ContractComplete. This can be done by using the “Import” button on the contract editor page (although this button is on the contractor editor page, provisional items are imported here as well).
Some users miss this fact, so its important to note that the template that you download contains 4 sheets: line items, provisional items, and two sample sheets. Excel presents these as tabs and allows toggling back and forth.

Setting up Line Items

For the most part, importing line items is pretty straightforward. In many cases, the columns in typical unit price contracts line up 1-to-1 with the columns in the importer spreadsheet. Simply paste the columns from your spreadsheet into the columns in the template. Description and budgeted unit price columns are optional. The challenge is that there is no natural way to represent a hierarchy in a spreadsheet. Fortunately, ContractComplete is able to take advantage of the Item Number column to determine the hierarchy. Using a decimal numbering system will allow ContractComplete to interpret the hierarchy from the flat spreadsheet. For example, we can infer that item 1.1.2 is likely a child of item 1.1.
The numbering strategy for a basic unit price contract

Setting up Provisional Items

Provisional item import works almost identically to line items import. Establishing folders can be done using the numbering system as in the figure below. When you upload your spreadsheet you will be given the option to import provisional items, line items, or both simultaneously.
The numbering strategy for provisional items with folders. The numbering is optional, and leaving it out will result in a flat list of provisional items.

Smart Importer

Coming Soon!

Documents

ContractComplete supports several ways of interacting with documents pertaining to your contracts. The document system supports basic tasks like uploading, downloading, and previewing documents, as well as organizing them into folders. In tendered contracts, stakeholders can request specific documents to be uploaded as part of the tendering process. This article will elaborate on these applications.

Basic Document Features

The documents tab contains the main ContractComplete filesystem. Documents you upload will be visible to all stakeholders and the contractor. They will also be visible to the bidders for tendered contracts – but not until tendering begins.
The documents framework allows folders, uploads, downloads, and previews.

Document Upload Requests

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 tab under the “Document Upload Requests” section. Simply click the “New” button and add additional information in the popup window. You can even “link” an existing document to your request such as an empty version of a form that the bidder can complete and re-upload. Document upload requests will appear on the bidder checklist. Bidders will be made aware that they have been asked to complete these items, although they will not be prevented from submitting incomplete bids. In the case of accidental omissions, ContractComplete provides functionality for correcting mistakes.
The upload request feature allows specific information to be attached to each request.

Post-Tendering

ContractComplete’s post-tendering features generate various PDF documents as part of their workflow. After work on a contract begins (after the tendering process), these modules modules will automatically save relevant documents into the document system. These include:
  • Change Orders – signed and pre-signature copies of the change order PDF
  • Invoicing – invoice cover sheets, invoice line items documents, and hold-back invoices
  • Payment Certificates
This convenience feature allows you to have easy access to these documents via the mobile apps or on the documents tab without having to navigate to their respective modules.

Provisional Items

Overview

Provisional items are an optional feature to provide unit pricing information for additional line items that may or may not be required later. Often, they are used at a later date to provide pricing for change orders. Provisional items, like the line items in your unit price contract will also have a unit price associated. And like line items, this price can either be acquired through the tendering process (in the case of tendered contracts), or entered/negotiated collaboratively (as in awarded contracts). Like unit price line items, provisional items may also be grouped into folders and imported using the importer tool.

Customizing Units

New ContractComplete accounts come pre-configured with several default units. But in some cases, these units alone will not be sufficient. You may add your own custom units by click the “Units” button in the toolbar.

Qualification Questions

Qualification Questions page is available in Tenders. This feature enables consultants to ask questions from bidders, receive responses and compare bidder’s responses all in one page. These comparisons will help them to better decide on selecting the contractor for their projects. Export to Pdf and Excel files is available for all stages and for both consultant’s and contractor’s views.
    • In the Qualification Questions page, in Draft and Tendering stages, Consultants (Primary and additional stakeholders) can add questions and even mark them as required. Added questions can be saved as a template for future Tenders. They can also use the ContractComplete default template or their previously saved templates.
      • ⚠ Selecting a template will remove all the entered questions and replace the template’s questions.
      • ⚠ In Draft stage consultants can allow or not allow Incomplete Bids. (“Allow Incomplete Bid” checkbox is located on the Overview page, on the Summary section.) If they don’t allow Incomplete Bids, the bidders only have to answer the questions that have been marked as required. So if you want the bidders to answer all the questions, make sure to mark all of them as required.
    • In Tendering stage Consultants still can add, delete or edit questions and instructions on the Qualification Questions page. Bidders can see the questions and any changes the stakeholders make on the page. Bidders can submit their answers along with their bid in the Tendering stage. The consultants will see the bidder’s responses in the Post Tender stage.
  • In the Post Tender stage, consultants will see the questions and bidders’ responses on the Qualification Questions page. On the other hand, bidders only can view their own responses. They will no longer be able to edit or delete their responses.
Qualification Questions-Draft stage
Qualification Questions-Tendering stage Bidder’s view
For detailed information click the links below and read the Qualification Questions tab content written in each section:

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ContractComplete Resources

There are several ways you can get help with ContractComplete.

Can’t find what you’re looking for? Contact us by email or phone, or start a live chat with a ContractComplete representative.

Documentation

We’ve amassed several resources which can help you get started with ContractComplete and answer any questions you might have.

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Videos

We have compiled several tutorial videos which demonstrate various tasks that can be accomplished within ContractComplete.

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Blog

Want to keep up to date with what’s happening in the world of ContractComplete? We also post feature announcements there.

Check out our blog.

  • ContractComplete Overview
  • 1.text">My Profile
  • 2.text">Help
  • 3.text">Documentation
  • 4.text">Live Chat
  • 5.text">Send Feedback
  • 6.text">Profile
  • 7.text">User Configuration
  • 8.text">Integrations
  • 9.text">Contacts
  • 10.text">Subscriptions
  • 11.text">Invoices
  • 12.text">Subscriptions
  • 13.text">Estimation
  • 14.text">My Action Box
  • 15.text">Contract Setup
  • 16.text">My Bids, Tenders & Quotes
  • 17.text">Quote
  • 18.text">Tender
  • 19.text">Draft
  • 20.text">Tendering
  • 21.text">Tendering Stakeholder's View
  • 22.text">Tendering-Bidder's View
  • 23.text">Post Tender
  • 24.text">Reopen Tender
  • 25.text">Allow Resubmission
  • 26.text">Manual Bid Entry
  • 27.text">Negotiations
  • 28.text">Awarding a Contract
  • 29.text">My Contracts
  • 30.text">Awarded Collaborative mode
  • 31.text">Draft
  • 32.text">Draft Stakeholder's view
  • 33.text">Draft Contractor's view
  • 34.text">In Progress
  • 35.text">In Progress Stakeholder's view
  • 36.text">In Progress Contractor's view
  • 37.text">Completed
  • 38.text">Awarded Administrator Solo
  • 39.text">Awarded Contractor Solo
  • 40.text">Clone a Contract
  • 41.text">Overview Page
  • 42.text">Bidder/Contractor Selection
  • 43.text">Schedule of Prices
  • 44.text">Importing from Excel
  • 45.text">Smart Importer
  • 46.text">Documents
  • 47.text">Provisional Items
  • 48.text">Qualification Questions
  • 49.text">RFI
  • 50.text">Submittals
  • 51.text">Change Orders Page
  • 52.text">Proposing Changes
  • 53.text">Change Orders
  • 54.text">Progress Reports
  • 55.text">Invoice/Payment Certificate
  • 56.text">Invoicing
  • 57.text">Payment Certificates

Overview

ContractComplete is designed to ease the burden of communication between all parties involved in a contract by making sure everyone is on the same page. This begins before the tendering process, and continues all the way to project completion. We are always adding more capabilities and welcome feedback on our product. This article gives a brief overview of how ContractComplete works, and how it fits in to a typical project.

Roles and Permissions

Users in ContractComplete are grouped into “companies”. Users within a particular company can have different permissions and can perform different actions based on the selected permissions and their role in the contracts. Users can be added through the My Company tab, on the User Configuration page by clicking the Add User button. ⚠ Only the Administrator can add or remove the users. For more information about adding users and setting permissions please click here.
Add user – Select/Edit Permissions
Users can have different Prmissions in different Divisions.</small >
Actions/Permissions Administrator Manager Coordinator Resource Viewer
View Contracts
Create new Contracts and Projects
Delete Contracts and Projects
Invite Bidders to Bid on a Tender
Invite Stakeholders to Contribute on a contract
Update Items in a contract
Upload Documents to a contract
Delete Documents from a contract
Update Bidding Instructions
Start the Tendering Process
Submit Bid for a Tender
View and Compare Submitted Bids
Create a Progress Report
Delete a Progress Report
Propose a Change to a contract
Create a Change Order
Edit Vendors and Contacts
Create Invoice
Remove Bidders from a contract
Remove Stakeholders from a contract
Allow Bidders to change their bid
Award a contract
Approve a Change Order
Reject a Change Order
Add/delete users
View and update payment information
Add/delete divisions
Assign admin rights to other users

Roles

On a given contract, a company can assume any of the following roles. Each role comes with its own set of actions which can be performed. Here’s a brief explanation of each role and some of their permitted actions.
    • Developer:
The “developer” role belongs to the company who owns the project. ContractComplete allows the developer to take a highly involved role in a contract, or take a hands-off approach and delegate the majority of the work to a stakeholder.
  • Create a project
  • Add a contract to an existing project (landscaping, paving, electrical, etc)
  • Select stakeholders and bidders for a particular contract
  • Design a tender form, upload drawings and documentation, manage the bidding process
  • Select a contractor (a winning bid) from a list of bidders
  • Propose change orders
  • View the progress of an existing contract
    • Stakeholder
The “stakeholder” role can belong to one or more companies assisting with a contract such as engineers or architects. Stakeholders are optional for a contract, and are picked by the developer. Stakeholders can perform many of the same actions that the developer can perform with the exception of a few financially sensitive tasks, such as selecting a winning bid or approving a change order.
  • Select bidders for a particular contract
  • Design a tender form, upload drawings and documentation, manage the bidding process
  • Propose change orders
  • View the progress of an existing contract
    • Bidder
The “bidder” role belongs to all companies bidding on a particular contract. Bidders can only view a contract during the tendering process. After the tendering process ends, and a winner is selected, the losing bidders will no longer be able to view the contract, and the winning bidder assumes the role of the “contractor”.
  • Fill in unit prices on a tender form
  • View drawings and documents uploaded by the developer or a stakeholder
  • Provide provisional (extra) item unit prices
  • Upload any signed or unsigned documents required in the tendering process
    • Contractor
The “contractor” role belongs to a single company; the company with the winning bid. After the tendering process, the contractor is provided with the required access to complete the project.
  • Propose change orders
  • Update the progress for an existing contract
  • View and upload drawings and other contract documents.

Contracts

In general, there are two types of contracts in the ContractComplete.
  1. Tender
    • Regular Tender
    • Administrator (Primary stakeholder) solo mode
  2. Awarded contracts
    • Collaborative mode
    • Contractor solo mode
    • Administrator (Primary stakeholder) solo mode
In Tenders, the Developer (maybe called as the Owner or the Primary Stakeholder) can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract as a solo mode. This usually happens when the contractor doesn’t have a ContractComplete account. Several features were added recently to make the tendering process easier, secure and more flexible:
  • Addendum Builder
  • Q&A (possibility for the bidders to submit their questions and receive answers)
  • Negotiation
  • Allow Resubmission
  • Manual Bid entry
  • Reopen Tender
  • Start work in Solo mode
  • etc
The awarded contracts can be in Collaborative or Solo mode as well. This also usually happens when one of the parties doesn’t have a ContractComplete account.

Contract Life Cycle

Stage Name Overview
Draft The developer may either pick stakeholders to design the contract, or start designing the contract on their own. When the contract is ready, the stakeholder or the developer can start the bidding process.
Tendering The selected bidders receive a notification telling them that they’ve been selected to bid on a contract. They can now view the contract documents and enter in their unit prices.
Post Tender The developer may view and compare the submitted bids to select a winner. Negotiation and Reopnening Tender features can be used in this stage.
In Progress Work on the contract has started, and new actions can be performed. Change orders, progress reports and invoices become available.
Completed All work has been completed on the contract, and no work remains to be done. The contract will be read-only unless it is re-opened by someone
Roles/Stage Name Draft Tendering Post Tender In Progress Completed
Developer
  • Select stakeholders & bidders
  • Configure deadline & commence the bidding process
  • View/design the tender form and related documents
  • Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)
  • Add additional bidders
  • View a comparison of all bids
  • Request that a contractor modify their bid (can be used to correct errors)
  • Pick a winning bid
  • Propose a change to a contract
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload and view documents
  • Re-open a contract
Stakeholders
  • Configure deadline and commence the bidding process
  • View/design the tender form and related documents
  • Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)
  • Add additional bidders
  • View a comparison of all bids
  • Request that a contractor modify their bid (can be used to correct errors)
  • Pick a winning bid
  • Propose a change to a contract
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload/view documents
  • Re-open a contract
Bidders
  • N/A (bidders cannot view the contract at this stage)
  • View or upload relevant documents
  • Complete the tender form
  • Submit their bid
  • Modify their bid, only if the developer or a stakeholder has given them permission to do so
  • N/A
  • N/A
Contractor
  • N/A
  • N/A
  • N/A
  • Create a progress report to track completion of the contract
  • Propose a change to a contract
  • Provide unit pricing for items in a change proposed by the developer or a stakeholder
  • Group one or more proposed changes into a change order for approval
  • Approve or reject a change order created by someone else
  • Upload and view documents

My Profile

Based on the name and last name user enters while signing up, a tab will be generated displaying the name and last name. This tab is located at the top right side of the application. Users can find the followings under this tab:
  • My Profile
  • Email Settings
  • Sign Out
My Profile
  My Profile: In the My Profile page user can do the following actions:
 
  • Edit job title
  • Change Password
  • Edit Social information
  • Edit name and last name
  • Upload a new Cover Photo
  • Upload a new profile picture
My Profile page
Upload a new profile picture: For uploading a new profile photo just click on the circle that displays either a picture or an initial, then upload an image. On the ‘Crop Your Avatar’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the profile photo will be updated. Upload a new Cover Photo: For uploading a new Cover Photo just click the edit sign  located on the top left side of the Cover Photo section, then upload an image. On the ‘Crop Your Cover Photo’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the Cover photo will be updated. Edit Profile & Change Password: To edit name, last name, job title, social information and to change the account’s password users can use the ‘Edit Profile’ drop down. On the ‘Edit Profile’ window you will be able to make all these changes. After making a change on one tab the “Accept” button must be clicked, so if you want to make changes on two or more tabs you should make a change on one tab and click the accept button, then go to the other tab make changes and click accept button, and so on.
Edit Profile
Note: ContractComplete users can see your profile page but won’t be able to make any changes. On the page, there is a section on the left side that displays your company’s information. If you have permission to edit this section, you can do it by clicking the ‘Profile’ located under the ‘My Company’ tab. For more information about how to change your company’s information click My Company Profile.     Email Settings: On this page you can select in which cases an email is required to be sent out to you. You can select all, by checking the top checkbox. After updating your notification preferences click the “Save Preferences” button at the bottom to save your changes. You can also choose to receive a daily reminder email of all selected items or even unsubscribe from all current and future email types by selecting the corresponding checkboxes.
Email Settings

Help

Starting to use a new application can be hard. ContractComplete team has provided several ways to make using the apated on the top right side, whenever you have any questions or issues regarding the app. For more information, click the links below.  

Documentation

Documentation explains how the software operates and how it is used. We have attached screenshots and step by step technical information about using the application to make the app easier to use. ContractComplete users can access the Documentation through the Help tab located on the top right side of the web application when they are signed in. The Documentation is also available on the ContractComplete website under the Resources tab.
Help tab
Documentation

Live Chat

ContractComplete users can access the Live Chat through the Help tab located on the top right side of the web application when they are signed in. So if you are using the app and you have any questions or concerns don’t hesitate to use the Live chat; ContractComplete technical support team will always be happy to help. The Live Chat is also available on the ContractComplete website at the bottom right side.
 
Help tab
 
Live Chat
 

Contact Us

In case you don’t have time to chat with our technical support team, you can send us an email or give us a call. Help tab includes the Contact Us information. The information can also be reached on the ContractComplete website at the bottom of the page.
 
Help tab
 

Send Feedback

ContractComplete team is constantly developing the app to improve the user experience. We welcome all feedback and suggestions. ContractComplete users can access the Feedback option through the Help tab located on the top right side of the web application when they are signed in. With the help of the feedback function, you can send your suggestions. We welcome bug reports, suggestions and comments to functions in general. A screenshot will automatically be created and appended to your feedback.
 
Help tab

Profile

Profile is one of the ‘My Company tab’ menu items. By clicking the Profile, you will see your company’s profile page. ⚠You will only be able to make changes to this page if you have the Administrator permission. For more information about permissions please click here.
My Company tab
 
Other companies’ users can also see your company profile but in a different format. They can see your company’s information that is displayed at the top and your company’s ‘Company Directory’ that includes your company’s users. Don’t worry, they can’t make any changes.
My Company’s Profile – My View
My Company’s Profile – Other Companies’ view
Edit Company Profile: So if you have Administrator permission and want to update your company’s information you can do it by using the “Edit” button. After making changes on the ‘Edit Company Profile’ window, make sure to click the “Accept” button. The data that is entered on the ‘Edit Company Profile’ window will be your company’s default/main information. In case your company has more than one Division/Office you can add or update your company’s divisions’ information on the User Configuration page.
My Company’s Profile – My View
Edit Company Profile
Company Directory: On the Company directory section you can see your company’s users (who have a ContractComplete account), their email address and job title. Company Settings: If you have Administrator permission, you also can update the followings located on the ‘Company Settings’ section.
  • Company Icon Image: To update the Company Icon Image, click the “Change” button under the corresponding section and select an image.
  • Company Letterhead Image: To update the Company Letterhead Image, click the “Change” button under the corresponding section and select an image. You can also click the “Remove” button if you would like to use your company logo as letterhead image.
  • Company Category: To change your company’s category click the “Change” button under the corresponding section, select one of the provided categories on the ‘Find Industry’ window and click the “Accept” button. By selecting a category for your company, you will make it easier for other companies to find your company using the provided search filters.
  • Default Currency: To change your company’s default currency click the “Change” button under the corresponding section, select a currency from the drop-down menu, then click the “Save” button. This will be your company’s default/main currency. In case your company has more than one Division/Office, and/or different currencies are used, you can add your company’s divisions and update their information including each division’s used currency, on the User Configuration page.
Find Industry
Set Default Currency

User Configuration

On the User Configuration page which can be reached through the “My Company” tab, two sections are provided. Only the Administrator can make changes in both sections.

Company Divisions

The Administrator can Add, Edit and Remove Divisions on the User configurations page. For Adding a new Division click the “Add Division” button. On the ‘Add a New Division window’ fill in the provided fields then click the “Accept” button. Entering location information is optional. ⚠ The users can change the contract’s currency in the contract’s Draft stage later if needed based on their roles and permissions. Clicking the Recycle icon will remove the existing division. When a user creates a contract he/she can select a division for the contract. By deleting a division, existing contracts that are part of the deleted division will automatically be moved to the default division. By clicking the Pencil icon, the administrator can edit the division.
Add/Delete/Edit Divisions
Division Details
 

User Section

On the User configuration page, the Administrator can Add or Delete users, view user information, view user’s permissions and edit their permissions. After signing up in ContractComplete, each company can create only one free contract. The administrators can add as many as users they want before creating their second contract. But after creating the free contract they have to upgrade their plan and pay for the previously added users to be able to continue creating contracts. The Administrators can Upgrade their Plan in the Subscriptions page through the “My Company” tab. For more information about the pricing please click here. After Upgrading the Plan and paying for the previously added users, the Administrator have to first increase the number of the users on the Subscription page by clicking the “Change link” and then he will be able to add new users on the User Configuration page. Note: Provided messages will help you throughout the ContarctComplete. Don’t worry you can delete users at any time and update their number on the Subscriptions page.
Add/Delete User – View/Edit Permissions
Subscriptions page-Before Upgrade
Subscriptions page-After Upgrade-Update Number of Users
Now for adding a new user click the “Add user” button on the User Configuration page. On the ‘Account Invite’ window enter Name, Last Name and the user’s email address then click the “Next” button.
Add User
Account Invite
On the ‘Edit User Permissions’ window select one of the four provided permissions for the added user.
    • For giving the User Administrator Permission make sure the Administrator check box is checked.
Permissions-Administrator
    • For selecting other Permissions, first uncheck the Administrator checkbox. Now click on one of the divisions on the left side, then select a Permission. Each user can have the same or different permission in different divisions. (e.g a user can have the Manager Permission in Division A and at the same time be only a Resource Viewer in Division B).Click the “Accept” button to finish adding the user.
Permissions-Divisions01
Permissions-Divisions02
Note:
     Click the Plus sign for each permission to see the permitted actions. Other than the listed actions, the Administrator can add/delete users, view and update payment information, add/delete divisions and assign admin rights to other users.
Resend invite Option can be used later to make sure the user has received the Invitation email in case the user didn’t sign up.
Resend Invitation

Integrations

Application integration combines and enhances data flows between two separate software applications. It is often used to create a bridge between apps, enabling a wide range of independently designed applications to work together. The “My Company’s Integrations” page displays all the applications that can be used for integrating data.  
Integrations
 

Procore

Procore is one of the applications that can be used for integration. If your company is using Procore application and you already have a Procore account, you can connect your ContractComplete account to your Procore account. By connecting these two applications you will have the option to import your Procore bid packages into ContractComplete for tendering. You can also export bid results to Procore. You can disconnect these two applications whenever you are willing to do so.  

Connecting ContractComplete to Procore

For connecting your ContractComplete account to your Procore account just click the “Connect” button on the Integrations page. You will be redirected to the Procore login page to authorize ContractComplete to access your Procore data. After logging in to your Procore account, the two applications will be connected and you will be able to share data. You can disconnect these two applications whenever you are willing to do so by clicking the “Disconnect” button.  
Integrations-connect to Procore 01
Integrations-connect to Procore 02
 
Integrations-connect to Procore 03
Integrations-connect to Procore 04
Share data from ContractComplete to Procore After connecting ContractComplete to Procore, if you are willing to share your data with Procore within ContractComplete, you just need to look for buttons with the Procore logo.
  • Export bid results to Procore: Currently ContractComplete supports exporting bid results to Procore for Consultants (Primary and Additional stakeholders). The mentioned button will be available after a tender’s deadline is passed, in Post Tender stage on the Overview page at the top left side. By clicking the “Export to Procore” button the ‘Select Procore Project’ window will be displayed. Select your company name from the drop down box then select a Project. By clicking the “Accept” button the bid results will be exported to your Procore account, displayed in the selected Project in documents.
     
    Integrations-Export Bid Results
    Integrations-Select Procore Project
 

Contacts

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Subscriptions

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Invoices

Estimation

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My Action Box

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Contract Setup

In the ContractComplete application based on the contract type 5 stages are provided. The stages will be displayed on the top right side of a contract. This will be displayed on some of the contracts when the user opens them. Click the ContractComplete Overview link for more information.
  1. Draft
  2. Tendering
  3. Post Tender
  4. In Progress
  5. Completed
There are two main types of contracts in ContractComplete Tendered Contracts & Awarded Contracts. A tendered contract is one that has yet to be awarded to a contractor and requires a ContractComplete bidding process. Awarded contracts are those that have already been awarded to a contractor outside of ContractComplete. In these cases, the contract owner, or primary stakeholder has already made a decision on which contractor to use. Those contracts therefore skip the tendering process and proceed immediately to the In Progress capabilities. Overvall, in the ContractComplete the users can create the following Contracts, Tenders & Quotes:  If you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so.
Awarded contracts
  • Collaborative mode
  • Contractor solo mode
  • Administrator (Primary stakeholder) solo mode
Tenders
  • Regular Tender
  • Administrator (Primary stakeholder) solo mode
Quotes
  • Collaborative mode
  • Contractor solo mode

Awarded Contracts

The awarded contracts can be created in the Collaborative or Solo mode. Solo mode can be used as the Administrator (Primary Stakeholder) or as the Contractor. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. ContractComplete is a flexible application. So don’t worry if you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so. These three types of contracts have some diffrences in their appearances and functions, but most of the pages and functions are the same. More Information is provided in the following links.

Tenders

In Tenders, the Primary Stakeholder can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract in Administrator Solo mode. This usually happens when the bidder who was selected as the contractor doesn’t have a ContractComplete account. In the Tendering phase a link is provided on the Overview page for the external bidders (bidders who don’t have the ContractComplete account). The Primary Stakeholder can send the link for the external bidders to participate. Bidders can be added in the Draft, Tendering and Post Tendering stages. More Information is provided in Tender. Several features were added recently to make the tendering process easier, secure and more flexible:
  • Addendum Builder
  • Q&A (possibility for the bidders to submit their questions and receive answers)
  • Negotiation
  • Allow Resubmission
  • Manual Bid entry
  • Reopen Tender
  • Start work in Solo mode
  • etc

Quotes

The Contractors can create Quotes and email the automatically created quote document to the users of their favorite companies. Contractors can select a Primary Stakeholder and start the contract in the Collaborative mode or choose to proceed in the Solo Contractor mode. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. More Information is provided in Quote.

My Bids, Tenders & Quots

My Bids, Tenders & Quotes tab is located on the top left side of the ContractComplete application. Clicking this tab will open the My Bids, Tenders & Quotes page. On this page the users can create Quotes and Tenders using the provided buttons. Tenders and Quotes are displayed on this page:
  • Quotes (Draft stage)
  • Tenders (Draft stage)
  • Tenders (Tendering stage)
  • Tenders (Post Tender stage)
New Tender/ Create Quote Buttons
 In Tenders when the Primary Stakeholder selects a bidder as the contractor and award the tender, the Contract will go to the In Progress stage and will be moved to the My Contracts page.  In Quotes, after adding a Primary Stakeholder or Commencing the Progress in Solo Contractor mode, the Contract will be moved to the My Contracts page. To Be Continued …

Quote

Coming Soon!

Tender

A tendered contract is one that has yet to be awarded to a contractor and requires a bidding process. For Creating a Tender click the “My Bids, Tenders & Quotes” tab located on the top left side of the ContractComplete page. On the “My Bids, Tenders & Quotes” page two buttons are provided on the top left side.
  • New Tender
  • Create Quote
New Tender/ Create Quote Buttons
Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.
New Tender button
⚠ Division field may not appear on the Create Tender window if no divisions were added on the “User Configuration” page. If your Company has more than one division, you can add divisions on the User Configuration page located in the “My Company” tab. Please see the User Configuration for more information about the divisions.
Create Tender window 01
Create Tender window 02
After filling the required fields, selecting Time Zone and Division click the Accept button. Now the Tender is created, your company will be the Primary Stakeholder and the Tender will be in the Draft stage.
 
New Tender/ Draft stage
 

Next Steps:

Next steps are explained in details in the links below:
  • Draft
  • Tendering
  • Post Tender

Tender Draft stage

A tendered contract is one that has yet to be awarded to a contractor and requires a bidding process. For Creating a Tender click the “My Bids, Tenders & Quotes” tab located on the top left side of the ContractComplete page. On the “My Bids, Tenders & Quotes” page two buttons are provided on the top left side.
  • New Tender
  • Create Quote
New Tender/ Create Quote Buttons
Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.
New Tender button
⚠ Division field may not appear on the Create Tender window if no divisions were added on the “User Configuration” page. If your Company has more than one division, you can add divisions on the User Configuration page located in the “My Company” tab. Please see the User Configuration for more information about the divisions.
Create Tender window 01
Create Tender window 02
After filling the required fields, selecting Time Zone and Division click the Accept button. Now the Tender is created, your company will be the Primary Stakeholder and the Tender will be in the Draft stage.
New Tender/ Draft stage

Next Steps:

Next steps are explained in details in the links below:
  • Draft
  • Tendering
  • Post Tender

Tendering

The ContractComplete tendering process is designed to be as fair and flexible as possible. It allows stakeholders a basic level of transparency into the process, while at the same time not disclosing details of the Bidders’ submissions before the deadline. Stakeholders may make changes to a tender at any time during the tendering process. A formal addendum process is provided for ensuring that bidders are made aware of these changes. During the tendering process, the followings will be done by the Bidders. Bidders will be given the option to download a checklist that enumerate these items.
  • Enter unit prices on the Schedule of Prices page (add notes and questions if required)
  • Enter unit prices and values on the Provisional Items page
  • Upload any documents requested by the stakeholders
  • Upload any additional documents the bidder feels are relevant
  • Submit the bid
For more information click the links below:

Tendering-Stakeholder’s Vie

This article covers the tendering process from the perspective of the Stakeholders. If you are a Bidder, you may wish to read the page covering Tendering Bidder’s View.

Commence Bidding

After making changes in the Draft stage, you can start the Tendering stage. In the Draft stage go to the Overview page, set a deadline in the Summary section and click the “Commence Bidding” button. The Tendering stage will start and the bidders will receive an Email and a message in their action box, inviting them to Bid.
RFP Deadline
Commence Bidding
⚠ If you forgot something in the Draft stage don’t worry, you can make any change you wish to a contract in the tendering phase. Making changes in the schedule of prices, provisional items, documents and bidder instructions pages immediately updates the view that the bidder has of the contract. In the Tendering stage the Stakeholders will see 7 pages same as the following. Please go through the provided tabs to see the detailed explenation of each page.

Overview

On the overview page 7 sections are provided:
    • Summar
In the Summary section, Contract Information can be edited. Clicking the “Edit Contract Info” button will open the ‘Edit Contract’ window. Simply make changes and click the save button. In the Tendering stage you won’t be able to change the Time Zone, Division or the Currency.
Tendering Overview page_Summary
Edit Contract window
Allow Incomplete Bids: If you have selected this option in the Draft stage, the bidders can submit an Incomplete Bid in the Tendering stage. In the Tendering stage you won’t be able to check or uncheck this option. Allow Bid Encryption: As mentioned in the Tender Draft stage, extra security can be added by using the Allow Bid Encryption option. Allow Bid Encryption will give the bidders permission to encypt their bid and enter a password after opening the Tender for the first time in the Tendring stage. If the bidders have chosen to encrypt their bid, make sure to ask them to provide you with the password; otherwise you won’t be able to see their bid in the Post Tender stage. Add Location using the Pick button. Then in the ‘Select a Location’ window search for the address using the Map or the search field, then click the Accept button.
Location
Select a Location window
Bidder Invite Url: For inviting more bidders to this tender use the provided Url. The Bidders may or may not have the ContractComplete account. The Bidders will be able to login or sign up using the Url. ContractComplete application is free for the bidders. When a bidder login or signup using the Url, the bidder automatically will be added in the Bidders section on the Overview page.
Bidder Invite Url
RFP Deadline: In the Tendering stage you still can change the deadline as long as the deadline is not passed. The bidders will be notified of the change by email and a message in their action Box. Tenders have a finite deadline. 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 the bidders haven’t submitted their bids; 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 you can access these features.
    • Addenda
In the Tendering stage you can still make changes to the schedule of prices, the documents, provisional items, and bidder instructions at any time. The changes made to the schedule of prices, the documents and provisional items will be displayed on the Addendum Builder page. If you would like to alert the bidders with an addendum summarizing these changes, you have two options. You can:
      • Go to the Addendum Builder page and use the “Create from Selected” button. ContractComplete will automatically generate an addendum based on your recent changes.
      • Upload an addendum PDF that you have created outside of the ContractComplete application using the “Upload Addendum” button located both on the Overview page and Addendum Builder page.
    • So, if you have your own pdf file click the “Upload Addendum” button in the Addenda section. Fill in the required fields, select a file and click the finish button on the ‘Upload Addendum’ window. (The Uploaded file can be downloaded in the Addenda section later if needed.) The file will be emailed to all the bidders. The Bidders will also see a message in their action box notifying them of the changes.
Addenda Section
Upload Addendum Window
After sending an addendum, Acknowledge sign A1 will be added on the Bidders Section. The Bidders will see an “Acknowledge” button beside each addendum you send. When a bidder clicks this button the Acknowledge sign color will change to green A1 . This means that the bidder is completely aware of the change. On the Addenda section you also can see how many bidders have acknowledged the addenda.
Addenda Acknowledge Sign
    • Configurations
The Configurations section options will affect the Progress Reports, Invoices, Holdback Invoices, Payment Certificates and Holdback Payment Certificates in the In Progress stage. This section can be edited in the other stages as well. Payment Terms: The Payment Terms can be set to help monitor the due dates displayed in the Invoices page located at the My Company tab. To set the Payment Terms, click the Edit button, then choose one of the options, enter a number and click the Save button.
Configurations
Configurations_Payment Terms
Overbilling: Overbilling option will allow the contractor in the In Progress stage to bill for the unit quantities greater than the original contract quantities. Once the contractor submits their first overage, you won’t be able to uncheck the Overbilling. To allow the Overbilling checkin the Checkbox, then click the “Yes” button in the ‘Allow Overbilling’ window.
Configurations_Overbilling Checkbox
Holdback defaults: Holdback defaults can be added using the “Add Default Holdback” button. Click the “Add Default Holdback” button, enter a name and amount (the amount will be in percentage). If you want to set the holdback as a default for all the new Tenders and Contracts checkin the Checkbox then click the “Plus” button. The holdback will be added at the bottom of the ‘Holdback Amounts’ window and the Overview page. If you want to set the holdback for only this contract make sure the checkbox is unchecked. To add a holdback from the bottom list click the green plus sign located on the left side of the holdback. Clicking the “Red Trash” icon will delete the Holdback default from the page.
Configurations_Holdback Defaults
Configurations_Holdback Amounts window
    • Stakeholders & Bidders
In the Tendering stage you still can add or delete Additional stakeholders and bidders. Deleted Additional Stakeholders and Bidders will no longer see the Tender right after they’ve been deleted. Additional Stakeholder: You can still add or delete additional stakeholders in the Tendering stage. The Additional stakeholders can now be added with two different permissions:
      • Selecting the Read-Only Permission will only allow the Additional Stakeholder to view the Tender. The Additional stakeholder will only be able to do some restricted actions.
      • Selecting the other option will allow the Additional Stakeholder to edit and do many actions similar to the Primary Stakeholder.
For adding a stakeholder, click the “Add Stakeholder” button. On the ‘Stakeholder Selection’ window select one of the companies from the list. If the company you are looking for is not on the list, enter the company name or an Email address in the top field to find it. Using the Filters on the left side can be helpful to find the company faster.
Tendering-Additional Stakeholders & Bidders Section
Stakeholder Selection window
In case the company you are looking for doesn’t have a ContractComplete account, use the “Invite New Company” button. On the ‘Invite a Vendor’ window you will be able to send an invitation for an employee of your favorite company. Fill the required fields then click the “Send” button. If you want to send the invitation for several employees of a single company use the “Add” button located on the top right side of the window.
Additional Stakeholder Invite
Invite Vendor Window
After Selecting the company choose one of the two provided options on the ‘Consultant Status’ window to give the company the required permission.(Read-Only or Edit) Click the Save button to proceed. The Additional stakeholder will be added on the page and he/she will receive an email inviting them to collaborate on the created Tender. Clicking the red trash icon will delete the stakeholder from the Overview page.
Additional Stakeholder Permission
Bidder: You can still add or delete Bidders in the Tendering stage. The deleted bidders will no longer see the Tender right after they’ve been deleted. To add a bidder click the “Add Bidder” button. Unlike the Stakeholder Selection window, on the ‘Company Selection’ Window you are able to select several bidders at the same time before clicking the save button. Use the Filters or the search box to find the companies faster.
Tendering-Add Bidder
Tendering-Company Selection Window
In case the company you are looking for doesn’t have a ContractComplete account, use the “Invite New Company” button. On the ‘Invite a Vendor’ window you will be able to send an invitation for an employee of your favorite company. Fill the required fields then click the “Send” button. If you want to send the invitation for several employees of a single company use the “Add” button located on the top right side of the window.
Add Bidder-New Company
Invite Vendor Window
The selected and invited companies will be added on the right side of the ‘Comapny Selection’ Window, clicking the save button will add the bidders on the Overview page. Since you are in the Tendering stage, the added bidders will see the Tender right after they’ve been added. They will also receive an email and a message in their Action Box inviting them to bid.
Add Several Bidders
Important:
      • In the Tendering stage, in the bidders section you can see the bidders intent. Bidders are able to indicate their bid intent within ContractComplete in this stage, but if you have already know their intentions, you may specify that here using the “Edit Intent” button.
      • You may have uploaded files on the document page or uploaded a file as an addendum. The number of uploaded files is displayed in the bidder section. When a bidder opens a file this section will be updated.
      • As mentioned in the Addenda section, if you have sent an addendum using the Addendum Builder page or “Upload Addendum” button, the Acknowledge sign A1 will be added on the Bidders Section. The Bidders will see an “Acknowledge” button beside each addendum you send. When a bidder clicks this button the Acknowledge sign color will change to green A1 . This means that the bidder is completely aware of the change.
Tendering-Bidder Section
Edit Bid Intent Window
    • Questions
The bidders can submit questions about a specific item in the Schedule of Prices page or anything else. These questions will be displayed in this section. You can provide an answer, add, delete () or edit a question. The answer can be used to generate an addendum later. Note that answering a question will not notify the bidders until an addendum is sent.
Tendering-Questions section
Edit Question Window
    • Followers
The users listed on this section will receive notifications and alerts for this specific Contract 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. Adding stakeholders and bidders in the Tendering stage will automatically add the companies and their Master Admin in the Followers section.
Tendering Stakeholder’s view-Followers
Edit Followers
    • News Feed
Important changes, actions and updates made on a contract (manually or automatically), will be displayed on the News Feed. Notes can be added on the News Feed section as well by clicking the “Add a Note” button. If you want the followers to see the Note only on their News Feed just enter a note on the right side and uncheck the “Notify Users with an Email”, then click the Accept button; otherwise the followers will receive an email as well as seeing the note on their News Feed.
Tendering Stakeholder’s view-News Feed
Add a Note

Next Stage:

When the Deadline passes the Post-Tender stage will start. You will be able to see the bidders submissions, comparing them with your budgeted prices and values, negotiate with them and award the contract. Many features are 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.

Tendering-Bidder’s View

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.  
    • If your company was selected as a bidder in a Tender, you will receive a Bid Invitation email. Also, you will receive a message in your Action Box as an invitation.

    • The stakeholders may share a Bidder Invite Url for their Tender in order to invite bidders. If you have the url, you will be able to participate as a bidder. In case your company doesn’t have the ContractComplete account you can sign up and create an account. The ContractComplete application is free for the bidders.

    • In case your company doesn’t have the ContractComplete account and your company was selected as a bidder in a Tender, you will receive a Bid Invitation email with a Bid Package. By clicking the Bid Package button a page will open which includes:
      • Tender Information and Documents
      • Detailed Bidder Instructions
      You can download tender documents in ZIP format, read the bidder instructions and participate as a bidder. ContractComplete supports solo mode Contracts as well, so you still can be selected as the contractor and win the bid. You can also create an account and continue using the application, the ContractComplete application is free for the bidders.

  • The ContractComplete application is free for the bidders.
   

Bid Encryption

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.

Encrypting your bid has a few implications that you should consider:

  • Encrypted bids are encrypted with a password that you provide. This password must be communicated to the primary stakeholder after tendering is completed in order to unlock your bid.
  • Your bid encryption password will have to be re-entered if you decide to view or edit your submission on a different computer.
  • Document upload preview is not supported for encrypted bids.
  • If you lose or forget your password, you will lose your bid submission – we cannot recover a lost password for you. We can, however, reset your submission so you can pick a new password.
  • You can download the provided receipt after entering the password. Be sure to keep this receipt safe. It will help you recover your password if you forget it.
Bid Encryption Window
After deciding to either encrypt your bid or not, click the save button to review the tender. 6 pages are provided as follows:
 

Overview

On the Overview page the bidder will see 5 sections:
    • Cover Sheet (Bidder Instructions)
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.
Tendering Bidders view-Overview-Cover Sheet Sample
    • Tender Information
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.
Tendering Bidders view-Overview-Tender Information
Deadline-Bid Intention
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.
Tendering Bidders view-Questions
Ask a Question window
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.
Tendering Bidders view-Stakeholders
Tendering Bidders view-Stakeholder’s information
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.
Tendering Bidders view-Addenda
Tendering Bidders view-Addenda Documents
    • Followers
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.
Tendering Bidders view-Followers
Tendering Bidders view-Edit Followers
    • News Feed
Important changes, actions and updates made on the tender (manually or automatically), will be displayed on the News Feed.
Tendering Bidder view-News Feed
    • Subcontracts
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.
      • Click the “Add New” button for attaching a new contract or tender to the current tender. Select one of the options, fill in the required fields and click the Accept button. The created Contract/Tender will be added in the Subcontracts section after clicking the “Yes” button on the ‘Designate Subcontract’ window. A page refresh may be needed to see the subcontracts.
      • Search the contract/tender you want to attach as a subcontract in the search box. This way you can attach the existing contract/tender to the current tender by clicking the “Link” icon.
Tendering Bidders view-Subcontracts
Find a Subcontract window
 

Next 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.

Post-Tender Stage

Tenders have a finite deadline. When the Deadline passes the Post-Tender stage will start. This article covers the post tender stage from the perspective of both the Stakeholders and Bidders.
 In a Tender, stakeholders can allow the bidders to encrypt their bid. If the bidders have encrypted their bid, the entered password must be communicated to the primary stakeholder after tendering is completed in order to unlock their bid.
In the Post Tender stage:
    • The Stakeholders can see the bidders submissions, comparing them with their budgeted prices and values, negotiate with the bidders and award the contract. In case the chosen contractor doesn’t have the ContractComplete account, the stakeholders can proceed to the next stage using the “Start Work in Solo Mode” button on the Overview page.The stakeholders have access to the features below:
      • Reopen Tender: By using this feature the Tendering stage will be displayed again for both stakeholders and bidders with a new deadline.
      • Allow Resubmission: The stakeholders can allow one or more bidders to resubmit their bid within a new deadline. The bidders then will be able to resubmit their bid before the new deadline passes.
      • Manual Bid Entry: The stakeholders can communicate with the bidders and manually enter the bidders’ prices for the items in the Schedule of Prices and Provisional items page.
      • Negotiate: The primary stakeholder can start to negotiate with one or more bidders using this feature in order to make a scope change to a contract before awarding it.

  • The Bidders will no longer be able to make changes or submit bid. They can only view the pages and documents, use the export option on the Schedule of Prices and Provisional items, download documents and files.
    • The bidders will be able to submit or resubmit their bid if the stakeholders use the Reopen Tender or Allow Resubmission features.
    • The bidders can communicate with the stakeholders so that the stakeholders can manually enter the Schedule of Prices and Provisional items prices for the bidders using the Manual Bid Entry feature.
    • The bidders can negotiate with the stakeholders if the stakeholders use the Negotiate feature in the Post Tender stage.
  When the Post Tender stage starts, the stakeholders and bidders will still have two different views. Click the provided buttons to see their views.
 

Next Stage:

In the Post Tender stage, after reviewing the bidders’ submissions, the stakeholders may award the contract using the negotiation or directly by clicking the “Award Contract” button. Either way, the chosen bidder(s) will be notified by an email and a message in their action box. The In Progress stage will start after awarding the contract and the contract will be visible in the My Contracts page. For more information about the next stage click the In Progress stage.

Reopen Tender

The Reopen Tender feature is one of the many features available in the Post Tender stage. Reopening Tender is useful for issuing a post-tender addendum or making other changes to the scope of the work. The “Reopen Tender” button is located in the Summary section on the Overview page.
Post Tender-Stakeholder’s view-Overview page
  To Reopen the Tender, first make sure you do not have open negotiations in the Negotiations section on the Overview page. If you still have an open negotiation delete it before reopening the tender. Now click the “Reopen Tender” button. On the ‘Re-open Bidding’ window set date and time, Check in the Checkbox and click the “Accept” button. By reopening the tender, the tendering stage will be back and the bidders can submit their bid within the new deadline. The bidders and stakeholders will receive an email and a message in their action box notifying them of the new submission deadline. For more information about the tendering stage click the Tendering.  
Post Tender-Stakeholder’s view-Overview page-Summary
Post Tender-Stakeholder’s view-Reopen Tender
  Note: If you have allowed the incomplete bids in the Draft stage before, the bidders will be able to submit incomplete bids. If you make changes after the bidders have submitted their bid, they are not required to resubmit and therefore an incomplete bid is possible. The bidders won’t be able to make changes or submit their bid after the deadline is passed. When the deadline passes, the Tender will go to the Post Tender stage again. .

Allow Resubmission

This article covers the changes to a particular bid submission in the Post Tender stage. If you are looking to change the scope of the contract in the Post Tender stage, please see the Negotiations. The stakeholders can use the Allow Resubmission feature in the cases below:
  • The stakeholders may want a bidder to correct the submission’s errors & omissions
  • The bidder may have forgotten to submit their bid before the deadline and the stakeholders want to give them a new deadline so that they can submit their bid.
  • The stakeholders may want to get a last minute quote from a contractor who wasn’t part of the original bidding process.
  • The stakeholders may have added a new bidder in the Post Tender stage.
  • Or other cases.
Upon reviewing bidders’ submissions in the Post Tender stage, the stakeholders may notice that a bidder has made a mistake or has accidentally omitted something. Or alternatively, the bidders may have forgotten to submit their bid. Or perhaps the stakeholders wish to get a last minute quote from a contractor who wasn’t part of the original bidding process. All of these scenarios can be addressed through the “Allow Resubmission” feature. Therefore, after a tender closes, any bid can be changed (or submitted for the first time) if the stakeholders request it. By clicking the Allow Resubmission option the stakeholders will give the bidder one-time authority to change their bid and resubmit within a new deadline. The bidder will be notified by email and a message in his/her action box when the stakeholders make this request.

Allow Resubmission-Stakeholder’s View

To allow a bidder to resubmit/submit their bid in the Post Tender stage, click the options icon  beside that bidder located in the Stakeholders and Bidders section on the Overview page. Enter a new deadline on the ‘Allow Bidder to Resubmit Bid’ window, checkin the checkbox and click the “Accept” button. By clicking the Accept button, the bidder will receive an email and a message in the action box notifying that they can resubmit their bid within the new deadline. You will see the Resubmission deadline beside the bidder’s name after clicking the Accept button. When the deadline passes the bidder won’t be able to submit a bid anymore.
Post Tender-Stakeholder’s View-Allow Resubmission
Post Tender-Stakeholder’s View-Resubmit window
When you allow the bidders to submit/resubmit their bid in the Post Tender stage, their submissions will be available after they click the “Submit” button, even if the deadline hasn’t passed yet. In other words, they can only submit their bid once by clicking the Submit button. You will receive an email and a message in your action box after the bidders submit/resubmit their bid.
Post Tender-Stakeholder’s View-Resubmission Deadline

Allow Resubmission-Bidder’s View

When the stakeholders allow the bidders to resubmit their bid, the bidders will receive an email and a message in their action box notifying that they can resubmit their bid within the new deadline. The bidders then can modify their bid and submit it before the new deadline. ⚠ As a bidder keep in mind that you can only submit your bid once by clicking the Submit button in the Post Tender stage. After clicking the Submit button, even if the deadline hasn’t passed yet, you will no longer can make any changes or resubmit your bid.
Post Tender-Bidder’s View-Resubmission 01
Post Tender-Bidder’s View-Resubmission 02

Manual Bid Entry

The Manual Bid Entry is one of the many features available to the stakeholders in the Post Tender stage. The Stakeholders can manually enter items’ unit prices in the Submissions page and Provisional Items page for the bidder using the Manual Bid Entry feature. Sometimes Bidders may have missed the deadline, and may want to send the items’ unit prices directly to the stakeholders. In this case and similar cases, the stakeholders can use the manual bid entry to better compare the bidders’ submissions on the Submissions and Provisional items pages. To use this feature, click the options icon  beside the bidder located in the ‘Stakeholders & Bidders section’ on the Overview page, then click the Manual Bid Entry option. Now on the Submissions page and Provisional Items page click in the cells displaying the pencil icon . Enter unit price for the item in the ‘Placeholder Price’ window and click the “Save”/”Save & Next” button. You can enter all the items’ unit prices or just enter some of them.
Post Tender-Stakeholder’s View-Manual Bid Entry-Overview page
Post Tender-Stakeholder’s View-Manual Bid Entry-Placeholder Price Window
Post Tender-Stakeholder’s View-Manual Bid Entry-Submissions page
Post Tender-Stakeholder’s View-Manual Bid Entry-Provisional Items page

Negotiations

A negotiation is like a second contract, which can be manipulated in the contract editor in any way by the bidder and the primary stakeholder in the Post Tender stage. However it will not appear in the “My Contracts” page until negotiations have been concluded. In some cases, after the tendering process, a stakeholder may wish to make a scope change to a contract before awarding it. The Negotiate feature will help to make any of the following changes:
  • Add or remove the contract items (Schedule of Prices)
  • Add or remove provisional items
  • Change pricing, descriptions, item names, or quantities
  • Add or remove documents (although this can be accomplished more easily after the contract has been awarded)
  • Split the contract into two or more smaller contracts and award these to multiple contractors.
Click the buttons below to see the Negotiation from the view of Stakeholders and Bidders:  Negotiation Stakeholder’s View
 Negotiation Bidder’s View  
 

Next Stage:

Once both parties have accepted the outcome of the negotiation, the primary stakeholder can decide to award the contract. The negotiated contract will move to the In Progress stage, becomes a standalone contract and be visible on the “My Contracts” page. The In Progress stage will start after awarding the contract. The selected bidder will receive an Email and a message in his/her action box notifying that they were selected to be the contractor. For more information about the next stage click the In Progress stage.

Awarding a Contract

This article covers awarding a tender to a bidder in the Post Tender stage. In the ContractComplete, tenders close automatically and typically less than a minute after the deadline. When the deadline passes, the Post Tender stage will start and the bidders won’t be able to submit their bids anymore. In the Post Tender stage the stakeholders will have a chance to review the submissions. After reviewing the submissions they can do the following actions to award the contract:
  • Negotiate with one or more bidders and award the contract to one or multiple bidders.
  • Proceed to award the contract to the chosen bidder using the “Award Contract” button.

Award contract using the Negotiation option

The stakeholders may wish to divide the contract and award it to more than one bidder. In this case, they have to open negotiation with one or more bidders. Click the Negotiations for more information.

Award contract using the “Award Contract” button

In case the stakeholders are content with the submissions and would like to award the contract without any pricing or scope changes, they can do so by clicking the “Award Contract” button located beside their desired bidder on the Overview page. By clicking this button the chosen bidder will become the contractor and will be notified by an email and a message in his/her action box, the In Progress stage will start and the contract will be visible on the “My Contracts” page. For more information about the next stage click the In Progress stage.
Post Tender-Stakeholder’s View-Awarding the Contract
Post Tender-Stakeholder’s View-Award Contract Button

My Contracts

Both contractors and project owners may create awarded contracts. Regardless of your role, the first step is to move to the Contracts page, then click “New Contract”. At this step you will have a chance to set some basic details for this contract. Change the “Contract Type” to “Awarded”. Selecting this option will prompt you to select your role in the contract. If you are a contractor, you will be further prompted to select the primary stakeholder (you can use this dialog to send an invite if they are not already ContractComplete users). If you are the primary stakeholder you will later have the opportunity to add bidders and stakeholders and select a contractor.
Awarded contracts may be created by either a contractor or a primary stakeholder. Therefore you will be asked to specify which one you are.

Next Steps

Now that you’ve created your contract you can enter your unit price contract into ContractComplete. If you already have your contract in a spreadsheet format, we suggest trying our importer tool to save time. If not, that’s fine – you may wish to check out the following pages which explain setting up a contract from scratch. The “Candidate Instructions” tab can help you provide instructions to bidders if you are working on a tendered contract.

Contract-Awarded Collaborative mode

Coming Soon!

Awarded collaborative mode-Draft stage

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Awarded collaborative mode-Draft-Stakeholder view

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Awarded collaborative mode-Draft-Contractor View

Coming Soon!

Collaborative mode-In Progress stage

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the followings will be available for both Consultant’s and Contractor’s sides as well as “Overview”, “Schedule of Prices”, “Provisional Items”, “Documents” pages, with some differences. The RFI and Submittals pages are currently only available for Collaborative mode. For brief information about each feature click the Learn more link for each title. Detailed information can be found here:

RFI

With the RFI (request for information) module contractors can quickly generate formal requests. This module allows contractors and Consultants to upload and mark up images to be included in the RFI. Learn More

Submittals

Submittals can be requested by the consultants. Contractors will be able to create submittals based on the requests and send them for approval to the consultants. Learn More

Proposing Changes

Markup drafts of your suggested contract changes before including them in your change orders for formal approval. Learn More

Change Orders

Create a formal change order to be signed and eventually added to the scope of the contract. Learn More

Progress Reports

Track your contract as it progresses from start to completion. This is a prerequisite for invoicing. Learn More

Invoicing

Learn how to create detailed, uniform invoices for completed work in minutes. Learn More

Payment Certificates

Approve payment for completed work in just a few clicks. Learn More

Collaborative mode-In Progress stage-Stakeholder view

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the following pages will be available for both Consultant’s and Contractor’s sides with some differences. The RFI and Submittals pages are currently only available for Collaborative mode.
 

Overview

Comming Soon!

Collaborative mode-In Progress stage-Stakeholder view

In the collaborative mode, “In-Progress” Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the “Tenders” or without a tendering process using “Contracts”. Either way when Consultant clicks the “Commence Progress” button, the “In-Progress” stage will start. In “In-Progress” stage the following pages will be available for both Consultant’s and Contractor’s sides with some differences. The RFI and Submittals pages are currently only available for Collaborative mode.
 

Overview

Comming Soon!

Collaborative mode-Completed stage

Coming Soon!

Contract-Awarded Administrator Solo

If you have clicked the “Start Work in Solo Mode” button in the Post-Tender stage and want to know what happens next, click the In Progress button.

Coming Soon!

Contract-Awarded Contractor Solo

Action Items

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Clone Contract

Coming Soon!

Followers & Action Items

Action Items

In order for ContractComplete to be as effective as possible, we need to keep stakeholders informed with respect to which tasks need to be completed. Action items are our way of doing that. Action items are essentially an email notification attached to a particular task that needs to be completed. For example, a contractor may receive an action item asking them to submit a bid on a contract, and a consultant may receive an action item asking them to approve an invoice. When the action item is created, an email is sent out and posted to the “Action Box” of the concerned users. Most action items are automatically archived (disappear) when their associated tasks are completed. But all action items can be archived manually using the gear menu in the action box.
You can manually archive action items using the gear menu.

Following Contracts

Action items are helpful for keeping stakeholders informed, but not every user needs to receive every action item. In order to ensure the correct individuals receive the most relevant action items, each contract has a “Following List”. Any user can add or remove themselves, or other users from a contract’s following list. If an action item for a contract is sent to a company of which no users are following the contract, all administrators will be automatically added as followers and assigned the action item. The administrators can then add the appropriate followers. This typically happens for bidders when the tendering process first starts.

Bidder & Contractor Selection

This article is mostly relevant to stakeholders and primary stakeholders as it deals with selecting contractors.
The contract overview tab provides various functions, but most importantly the ability to select contractors, stakeholders, and bidders. In a tendered contract, bidders can be added in all three of the draft, tendering, and post-tender phases. In all cases the bidder will receive an email notification informing them that they have been invited to bid, but only when tendering starts. For relevent information on adding a bidder after the deadline, please see the article on Allow Resubmission. You can also use this page to invite users to join ContractComplete – if they don’t already have an account.
You can add bidders and stakeholders on the overview page. In the case of awarded contracts, this is where you will select your contractor.

Schedule of Prices

The Schedule of Prices page is the most important part of the unit price contract. In a tendered contract, these line item will serve as the main bid form, allowing bidders to simply fill in their unit prices. For awarded contracts, an extra column, the unit price column, will be available. All stakeholders will be able to directly manipulate these prices until the contract leaves the draft stage.
Already have your contract in a spreadsheet? Check out the importer tool!
Unit Price contracts in ContractComplete are hierarchical, meaning they support multiple subheadings for better organization. You may use the + icon to add items as children of the current row.
A basic contract with subheadings. The sigma button allows you to dictate which subheadings are important enough to have their own subtotal lines in invoices. This can be changed at any point in the contract lifecycle.

Customizing Units

New ContractComplete accounts come pre-configured with several default units. But in some cases, these units alone will not be sufficient. You may add your own custom units by click the “Units” button in the toolbar.

Allowances

Have a specific price in mind for a particular line item? No problem. You can use the allowance feature to set this price. In order to use an allowance for a line item, you must fill in the “Budgeted Unit Price” field. Then you’ll be able to use the “lock” button to classify that item as an allowance. If your contract has allowances, the contractor will be asked to explicitly accept these allowances in order to complete their submission.
A basic contract with allowances. The lock indicates that the pricing is set by you (by way of the “Budgeted Unit Price” column. The “unlocked” lock indicates that the pricing will be set by the contractor.

Importer Tool

The importer tool is useful for anyone who already has their unit price contract designed in a spreadsheet. It can save you time by importing both provisional items and line items into ContractComplete. This article discusses how to use the tool effectively. The first step is to download the latest version of the spreadsheet template. We suggest making a habit of doing this regularly because the spreadsheet does sometimes need to change as we add new features to ContractComplete. This can be done by using the “Import” button on the contract editor page (although this button is on the contractor editor page, provisional items are imported here as well).
Some users miss this fact, so its important to note that the template that you download contains 4 sheets: line items, provisional items, and two sample sheets. Excel presents these as tabs and allows toggling back and forth.

Setting up Line Items

For the most part, importing line items is pretty straightforward. In many cases, the columns in typical unit price contracts line up 1-to-1 with the columns in the importer spreadsheet. Simply paste the columns from your spreadsheet into the columns in the template. Description and budgeted unit price columns are optional. The challenge is that there is no natural way to represent a hierarchy in a spreadsheet. Fortunately, ContractComplete is able to take advantage of the Item Number column to determine the hierarchy. Using a decimal numbering system will allow ContractComplete to interpret the hierarchy from the flat spreadsheet. For example, we can infer that item 1.1.2 is likely a child of item 1.1.
The numbering strategy for a basic unit price contract

Setting up Provisional Items

Provisional item import works almost identically to line items import. Establishing folders can be done using the numbering system as in the figure below. When you upload your spreadsheet you will be given the option to import provisional items, line items, or both simultaneously.
The numbering strategy for provisional items with folders. The numbering is optional, and leaving it out will result in a flat list of provisional items.

Smart Importer

Coming Soon!

Documents

ContractComplete supports several ways of interacting with documents pertaining to your contracts. The document system supports basic tasks like uploading, downloading, and previewing documents, as well as organizing them into folders. In tendered contracts, stakeholders can request specific documents to be uploaded as part of the tendering process. This article will elaborate on these applications.

Basic Document Features

The documents tab contains the main ContractComplete filesystem. Documents you upload will be visible to all stakeholders and the contractor. They will also be visible to the bidders for tendered contracts – but not until tendering begins.
The documents framework allows folders, uploads, downloads, and previews.

Document Upload Requests

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 tab under the “Document Upload Requests” section. Simply click the “New” button and add additional information in the popup window. You can even “link” an existing document to your request such as an empty version of a form that the bidder can complete and re-upload. Document upload requests will appear on the bidder checklist. Bidders will be made aware that they have been asked to complete these items, although they will not be prevented from submitting incomplete bids. In the case of accidental omissions, ContractComplete provides functionality for correcting mistakes.
The upload request feature allows specific information to be attached to each request.

Post-Tendering

ContractComplete’s post-tendering features generate various PDF documents as part of their workflow. After work on a contract begins (after the tendering process), these modules modules will automatically save relevant documents into the document system. These include:
  • Change Orders – signed and pre-signature copies of the change order PDF
  • Invoicing – invoice cover sheets, invoice line items documents, and hold-back invoices
  • Payment Certificates
This convenience feature allows you to have easy access to these documents via the mobile apps or on the documents tab without having to navigate to their respective modules.

Provisional Items

Overview

Provisional items are an optional feature to provide unit pricing information for additional line items that may or may not be required later. Often, they are used at a later date to provide pricing for change orders. Provisional items, like the line items in your unit price contract will also have a unit price associated. And like line items, this price can either be acquired through the tendering process (in the case of tendered contracts), or entered/negotiated collaboratively (as in awarded contracts). Like unit price line items, provisional items may also be grouped into folders and imported using the importer tool.

Customizing Units

New ContractComplete accounts come pre-configured with several default units. But in some cases, these units alone will not be sufficient. You may add your own custom units by click the “Units” button in the toolbar.

Qualification Questions

Qualification Questions page is available in Tenders. This feature enables consultants to ask questions from bidders, receive responses and compare bidder’s responses all in one page. These comparisons will help them to better decide on selecting the contractor for their projects. Export to Pdf and Excel files is available for all stages and for both consultant’s and contractor’s views.
    • In the Qualification Questions page, in Draft and Tendering stages, Consultants (Primary and additional stakeholders) can add questions and even mark them as required. Added questions can be saved as a template for future Tenders. They can also use the ContractComplete default template or their previously saved templates.
      • ⚠ Selecting a template will remove all the entered questions and replace the template’s questions.
      • ⚠ In Draft stage consultants can allow or not allow Incomplete Bids. (“Allow Incomplete Bid” checkbox is located on the Overview page, on the Summary section.) If they don’t allow Incomplete Bids, the bidders only have to answer the questions that have been marked as required. So if you want the bidders to answer all the questions, make sure to mark all of them as required.
    • In Tendering stage Consultants still can add, delete or edit questions and instructions on the Qualification Questions page. Bidders can see the questions and any changes the stakeholders make on the page. Bidders can submit their answers along with their bid in the Tendering stage. The consultants will see the bidder’s responses in the Post Tender stage.
  • In the Post Tender stage, consultants will see the questions and bidders’ responses on the Qualification Questions page. On the other hand, bidders only can view their own responses. They will no longer be able to edit or delete their responses.
Qualification Questions-Draft stage
Qualification Questions-Tendering stage Bidder’s view
For detailed information click the links below and read the Qualification Questions tab content written in each section:

RFI (Request For Information)

An RFI seeks the clarification of plans, drawings, specifications and agreements. A formal written process in which parties, such as the contractor and designer, clarify information gaps in documents.On the RFI page, contractors can quickly generate formal requests and upload pdf files. They can upload and mark up images to be included in the RFI, then send the document to the stakeholders for a response. Stakeholders can add responses and upload pdf files after receiving an RFI. They can upload and mark up images to be included in the RFI and send it to the contractor. Stakeholders can also send the RFI to a third party who doesn’t have a ContractComplete account; they can choose to either review the 3rd party reply before sending it to the contractor or just allow the 3rd party to directly send the reply to the contractor using the ContractComplete features. The 3rd party can also upload pdf files, upload and mark up images. When the contractor receives the RFI response if they need more clarification they can reopen the RFI and stakeholders have to provide further information and resend the RFI. RFI page is currently only available for Collaborative mode contracts in “In Progress” and “Completed” stages.  
RFI-Contractor’s view
RFI-Stakeholders’ view
  On the RFI page a donut chart is provided. The chart displays the percentage and the number of RFIs of each status. (To see the numbers just hover over each status.) An RFI can have one of the statuses displayed below. Click on each status to see the description.
Draft
Responded
Reopened
  Total RFIs: Total RFIs displays the total number of RFIs which will be different for stakeholders and contractors views since draft RFIs are only displayed on the contractors side. Reopen Percent: The Reopen Percent will display the percentage of responded RFIs that were at least reopened once. Average Response time: Stakeholders’ response times to “Submitted” and “Reopened” RFIs will be tracked and an average will be displayed on the RFI page. Note: Stakeholders and Contractor can find the users’ names and the time they have changed an RFI Status using the “RFI History” button located in each RFI. Contractor can delete RFIs in any status.   For detailed information about RFIs in each view click the links below:

Submittals

Submittals can be shop drawings, material data, samples, and product data. Submittals are required primarily for the architect and engineer to verify that the correct products will be installed on the project. This process also gives the architect and sub-consultants the opportunity to select colors, patterns, and types of material that were not chosen prior to completion of the drawings. This is not an occasion for the architect to select different materials than specified, but rather to clarify the selection within the quality level indicated in the specification and quantities shown on plans. By using submittals the primary stakeholder or a 3rd party subconsultant will be able to approve or reject the materials or products before they are used in the project.

Consultants (stakeholders) can create submittal requests, attach files and send the request to the contractor. Then contractor can create a separate submittal or a submittal attached to the received request. Contractor can add pdf files, upload and markup images then send the submittal to the stakeholders. Stakeholders can either “approve or reject” the submittal on their own, or send the submittal link to a 3rd party (a person who doesn’t have a ContractComplete account) so that the third party can approve or reject the submittal. Consultants can also add pdf files and annotations. Consultants and contractor can see the tracked data and download submittals’ pdf versions using the “Submittal History” button located on the top right side of each submittal. Submittals page is currently only available for Collaborative mode contracts in “In Progress” and “Completed” stages.

Submittals-Stakeholders’ view
Submittals-Contractor’s view
Submittal Request Submittal

Notes:

    • Contractor can only delete draft and rejected submittals that are not attached to a submittal request.

    • In order to see which submittal is attached to which submittal request, click on the submittal or submittal request.

    • Stakeholders and Contractor can find the users’ names and the time they have changed a submittal Status using the “Submittal History” button located in each Submittal. They can download the submittal pdf versions using the provided links on the Submittal History window at anytime.

    • If the contractor creates a submittal attached to the submittal request, the submittal request’s status color will change based on the submittal status.

  • Stakeholders can delete submittal requests regardless of their status. Deleting a submittal request will automatically delete the attached submittal created by the contractor and all the work they have done on the submittal, so if you are a stakeholder make sure to communicate with the contractor before deleting a submittal request.

For detailed information about Submittals in each view click the links below:

Change Orders Page

Coming Soon!

Proposed Changes

What is a proposed change?

After speaking with numerous contractors and consultants, we realized that “change orders” often go through an informal approval process before they are formally approved at a later date. This is done in an effort to reduce delays which would be introduced by requiring formal approval before any work on the change can begin. In order to facilitate this process, we introduce the concept of a “proposed change” – a changed that has been documented, but pending approval at a later date. Proposed changes are a collaborative process and can be viewed and edited by anyone involved with the contract at any time.

How do we create a proposed change?

After a contract has been awarded, on the “Change Orders” tab, click the “Propose a Change” button. This will take you to the editor where you can propose your change. The editor functionality is detailed on this page. There are two tabs in this view – the “Generated Quote” and “Line Items”. As you make changes in the editor on the line items tab, the PDF document in the “Generated Quote” section will update automatically. The proposed change editor (“Line Items” tab) is composed of 2 sections: the proposed change on the top, and the original contract on the bottom. Line items can be assigned pricing in several ways:
  • For quantity changes, you can simply add a number to the “Change Amt.” field. Adding a quantity here will automatically create a new line in the proposed change section (top panel).
  • For new line items, if you are the contractor, you may add a new line item to the top panel and add pricing. If you are not the contractor, you can still add new line items but without pricing. Saving a proposed change without a price will prompt the contractor to provide a quote.
  • You can also add an item based on provisional item pricing by using the “pick from provisional items” button
You can add bidders and stakeholders on the overview page. In the case of awarded contracts, this is where you will select your contractor.

Next Steps

After your change has been set up, you may want to view the section on change orders to learn to create a formal change order.

The Change Order Work Flow

Creating a “proposed change” is a prerequisite to creating a change order. Please see proposed changes.

How do we make a change order?

When a proposed change is ready to be approved, it can be converted to a change order with minimal effort. In fact, to save time, multiple proposed changes can be approved as a single change order! On the “Change Orders” tab, simply check off the proposed changes you would like to include, then click “Create Change Order”. At this stage, you will be asked to select which users will sign the change order. Don’t worry, you can change this later. You will also later be given the opportunity to add signers who are not ContractComplete users.
Change orders can be composed of one or many proposed changes.

Next Steps

Now that you’ve created a change order, you can add any customizations required before sending it out for signing. The Document Organizer allows you to add PDF documents to the main change order PDF. These can include drawings or any other relevant documents. You also have the opportunity to add additional signers at this stage. After the change order is created, a stakeholder will need to approve the change order before it is sent out for signing.
Upon approval, notifications will be sent to each of the signers informing them that the documents are ready to be signed.
E-sign Live is our 3rd party signing partner which facilitates this process. After all parties have signed, the change order will be automatically added to the contract.
In some cases, you may need to bypass the signing process. This can be done on the change order tab using the arrow button near the required change order.
Change order signing can be skipped if required.

Progress Reports

This article is only applicable to contractors, and is a prerequisite for creating invoices. Other stakeholders cannot view individual progress reports, but they can view how much in total of each line item in the unit price contract has been marked complete by the contractor.
Progress reports help you track completion of items in the contract. They also act as an intermediate step in creating invoices. The “Progress Reports” tab will be visible only to contractors and can be accessed for all contracts in the “In Progress” stage. To create a progress report, simply navigate to the “Progress Reports” tab, and click “Add Progress Report”. Creating a progress report is simply a matter of filling out quantities in the yellow boxes. If you would like to record an entire section of the contract as complete, simply select the section header and click “Complete All”. This will record the maximum for all line items in that section.
Creating a progress report is simply a matter of filling out quantities in the yellow boxes

Invoice/Payment Certificate

Coming Soon!

Invoicing

This article is only applicable to contractors. Before reading this, contractors may want to have a look at progress reports.

Creating an Invoice

After creating your progress report, navigate to the “Invoicing” tab of the contract. Note that invoices do not need to correspond one-to-one to progress reports, meaning you can choose to invoice part of a progress report or invoice multiple progress reports simultaneously. To get started, click the “create invoice” button and follow the prompts. This will show the main invoice view. By default, this view has 3 tabs:
  • Invoice: This is where your main invoice PDF resides. Here, you can also customize your invoice and add/reorder additional PDFs that you would like included in your invoice.
  • Line Items: Here, you can input the quantities that you would like to invoice. Often, you will be able to use the “Invoice All” button to simply invoice all remaining items. Any change you make here will trigger an update of the PDF on the “Invoice” tab.
  • Summary Config: This tab won’t be used as frequently as the other two. It allows you to configure which sections appear in the summary at the bottom of the invoice. The summary can be turned on or off on the “Invoice” tab.
Taxes can be added as well by using the “Add” button in the “Taxes and Fees” section. You will also have the option of using the same tax for future invoices with the “make default” checkbox. As usual, any change you make here will immediately be reflected in the PDF. Holdbacks are added similarly, and can also be configured for a specific contract on the “Invoicing” tab of the contract. Adding a holdback will automatically generate corresponding holdback invoices, which you can use to request release of those holdbacks later. Once you are finished, click “Send” in the top right corner of the page to deliver the invoice to the stakeholders. They will be notified automatically be email that there is an invoice ready for approval. You will be notified by email when a payment certificate has been issued.
All holdbacks should be added before you click the “send” button.

Invoicing Holdbacks

Holdback invoicing is simple. If you’ve correctly added a holdback, it will appear as part of the invoice on the main “invoicing” tab of the contract. After the main invoice has been sent for approval, any holdback that has not already been requested for release will have a checkbox beside it. When you are ready to request release of holdbacks, use the checkboxes to select the holdbacks that you would like to invoice. You can even invoice holdbacks from different invoices simultaneously.
When you are ready to request release of holdbacks, use the checkboxes to select the holdbacks that you would like to invoice.
Selecting at least one holdback using the checkboxes will make a button appear, allowing you to invoice the selected holdbacks. As with invoices, these documents can be customized and sent to the stakeholders when you are ready.

Issuing Payment Certificates

This article is only applicable to contract stakeholders. Contractors may want to view invoicing.
When the contractor creates an invoice, the other stakeholders will receive an email notification informing them that the invoice is ready for approval. At this stage, a payment certificate has already been created and just needs to be customized.
A simple payment certificate ready to be issued.
The payment certificate will be accessible on the invoicing tab by clicking the corresponding link. ContractComplete offers a number of customizations including the ability to append and reorder additional PDF documents. Any configuration change you make will be reflected in the updated PDF. Signing the payment certificate should be the last thing you do – making other document changes will automatically clear the signature and re-signing will be required.
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