ContractComplete 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
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