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.
|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||✔||✔||✔|
|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||✔||✔|
|View and update payment information||✔|
|Assign admin rights to other users||✔|
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.
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.
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.
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”.
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.
In general, there are two types of contracts in the ContractComplete.
- Regular Tender
- Administrator (Primary stakeholder) solo mode
- 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)
- Allow Resubmission
- Manual Bid entry
- Reopen Tender
- Start work in Solo mode
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
|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|