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After creating the Tender using the "New Tender" button located in the "My Bids, Tenders & Quotes" page, the Tender will be in the Draft stage and your company will be the Primary Stakeholder.
In the Tender Draft stage 5 pages are provided.
The "Commence Bidding" button which is located in this section should be used after completing all the pages and selecting the bidders.
⚠ Don't worry if your favorite bidders don't have the ContractComplete account. In the Tendering stage a link will be provided for them in the Summary section on the Overview page. You can send the link for them and they will be able to participate in the Tender.
On the Draft stage the bidders won't be able to see the changes was made on the pages. Clicking this button will start the Tendering and an Email will be Sent automatically to the Bidders inviting them to bid on the created Tender. They will also see a message in their Action Box.
The time of clicking the Commence Bidding button will be displayed in the News Feeds as a notification and for your company's own record.
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.
Use the Drop Down menus for changing the Time Zone, Division and Currency if needed. Changing the Division will change the currency to match with the division's currency entered in the User Configuration page, if divisions were added in the User Configuration page. In the Tendering stage you won't be able to change the Time Zone, Division or the Currency, so make sure to set your desired time zone, division and currency in the Draft stage.
Allow Incomplete Bids: Selecting this option will allow the bidders in the Tendering stage to submit an Incomplete Bid. So, if you don't want to see missing unit prices or requested documents make sure to unckeck the Allow Incomplete Bids.
Allow Bid Encryption: Extra security can be added by using the Allow Bid Encryption option. In the ContractComplete all your data is safe and secure, but if you want to use an extra layer of security this option will help you. 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. This can be used for sensitive tenders. 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.
RFP Deadline:
Tenders have a finite deadline. So make sure to set date and time in the RFP Deadline section before clicking the Commence Bidding button.
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.
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.
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.
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.
In this section Additional Stakeholders and Bidders can be added.
Additional Stakeholder:
You can add as many stakeholders as you want. The Additional stakeholders can now be added with two different permissions:
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 will automatically add the companies and their Master Admin in the Followers section. The Bidder company's master admin will be added automatically in the followers section when the Tendering stage starts. The bidders won't receive emails and messages in their action box ( Even if they were added as the Current watchers.), unless the "Commence Bidding" button is clicked.
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.
In the Schedule of Prices page the contract main items can be added. You can add description, quantity, unit and budgeted unit price. Use the tab key to go to the next cell. In the Tendering stage the bidders will be able to enter their prices for each item.
⚠ Don't worry, the bidders will not see your entered budgeted prices, these are for your personal use. In the Post Tender stage you will be able to compare the budgeted prices with the bidders prices.
Units: Click the "Units" button to add or delete units. On the 'Edit Units' Window simply enter a unit in the text field then click the plus sign. Adding description for the unit is optional. To delete a unit from the window just click the trash sign.
History: Each time a user saves his/her changes on the Schedule of Prices page a record of the table will be added in the History page. The record includes the time and the name of the user who has made the changes. For using a different record on the Schedule of Prices page you just need to click the "History" button, select the version to see a preview then click the "Revert" button.
Import: Use the "Import" button to import a file to the Schedule of Prices page. The Import feature has two options:
Allowance:
Use the allowance feature to set a fix price. In order to use an allowance for an item, you must fill in the "Budgeted Unit Price" field. Then you'll be able to use the "lock" icon to classify that item as an allowance. When an item's price is locked the bidder won't be able to enter a price anymore for that item and he has to accept the price.
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. Documents you upload will be visible to all stakeholders and they will also be visible to the bidders for tendered contracts - but not until tendering begins.
My Uploads: On the Documents page in the My Uploads section you can:
Documents to Upload:
Sometimes, as part of the tendering process, a stakeholder may wish to request specific document uploads from the bidders. Fortunately, this feature is built into the documents framework and can be accessed on the documents page under the "Documents to Upload" section. Document upload requests will appear on the bidder checklist. Bidders will be made aware that they have been asked to complete these items.
Simply click the "New" button and add additional information in the popup window. You can even "link" a document to your request. The linked file can be a fillable form as well. In this case the bidders will be able to fill the form in the Tendering stage directly in the ContractComplete application and submit it.
Provisional items are an optional feature to provide unit pricing information for additional items that may or may not be required later. Often, they are used at a later date to provide pricing for change orders. So the items on the Provisional items page will not affect the contract unless they are added in the change orders. (Change Orders page will be displayed in the In Progress stage.)
On the Provisional Items page you can:
Value Type Slider: In Tenders, on the Provisional Items page a slider is provided for each item. This slider can be switched to 'Quantity #' or 'Currency $'.
Units: Click the "Units" button to add or delete units. On the 'Edit Units' Window simply enter a unit in the text field then click the plus sign. Adding description for the unit is optional. To delete a unit from the window just click the trash sign.
⚠ You can also use the Import option on the Schedule of Prices page. To do so just go to the Schedule of Prices page, click the Import button then click the "Download Template" button. The downloaded file has four sheets in which two of them can guide you through entering your data. So simply follow the instructions and insert your data on the Provisionals sheet. Then on the ContractComplete application click the "Upload File" button on the 'Import From Excel' Window and upload the filled file. Choose to import the Provisional Items to the application by clicking the related checkbox. Make sure to click the Accept button after selecting the sheet. You can make changes after finishing the import. This option will give you the ability to import data to both Schedule of Prices and Provisional Items page at the same time.
In the Bidder Instructions page a template is provided which needs to be filled in. You can also remove the template and replace your own. In the Tednering stage the bidders will see these instructions on their ContractComplete application Overview page. Simply click the "Edit" button and use the options on the editor. Don't forget to save your changes.
After making changes on the mentioned pages you can start the Tendering 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 inviting them to Bid. If you forgot something don't worry you will be able to make changes in the Tendering stage using the ContractComplete features. Also, 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 Tendering stage.
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