Contract Documents - Administration

Contract documents are used to pass documents to the awarded bidder in the Bid Express service. Contract documents can be viewed only by the agency and the awarded bidder. This option is enabled or disabled by your agency on the Manage Agency Settings page. If you are using the Doc Express service, you can also send the documents to a Doc Express contract.

From the Contract Document page, you can add or delete documents, enter any notes, and enter a deadline for when the documents are due. When you modify this page, the Bid Express service sends a message with this information to the awarded contractor.

Adding Documents

To add documents:

  1. Access the Manage Proposal page for the proposal to which you want to add the documents.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. Click Add in the Documents section. The Bid Express service takes you to the Upload Contract Documents page.

  4. Click browse. Navigate to the location of the file and click open.

  5. If you wish, enter a label or name for the document in the Label field.

  6. Click browse to upload other documents. When you are finished uploading and labeling the documents, click upload. The Bid Express service uploads each document and remains on the Upload Contract Documents page.

  7. When you are finished on the page, click done.

The Bid Express service displays an upload successful confirmation message.  Click ok to return to the Manage Contract Documents page.

Setting Document Deadlines

You can set a deadline for when each document is due.  You can also set deadlines for individual documents.

  1. Access the Manage Proposal page for the proposal to which you want to set the deadline if you are not already there.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. To set a deadline for every document, click in the Select a deadline field. Click the deadline date from the calendar. Set the deadline for all documents before setting the deadline for individual documents. Any new deadline entered in the Select a deadline field overrides any document's specified deadline.

  4. To set a deadline for one document, click in the Deadline field for that document. Click the deadline date from the calendar.

  5. Click save when you are done setting deadlines.

Using Contract Documents With the Doc Express Service

If you are using the Doc Express service, you can send the documents to a Doc Express contract.  For more information about the Doc Express service, please call customer support.

  1. Access the Manage Proposal page for the proposal to which you want to add the documents.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. Select the Send to Doc Express check box for any document you want to send to the same contract in the Doc Express service.  

  4. Click send.

  5. If you are not logged in to the Doc Express service, you will see the landing page.  Log in now.

  6. The Doc Express service displays the Import Documents window.

  7. Select an existing contract or create a new contract.

  8. Once a contract is selected, click import documents.

For questions on contracts and the Doc Express service, please see the Doc Express online help or contact customer support.

Proposal Notes

You can add notes to the proposal for the winning contractor.

  1. Access the Manage Proposal page for the proposal to which you want to add the notes if you are not already there.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. Enter any notes in the Notes field.

  4. Click save when you are done.

Deleting Documents

If you've added the documents in error, they can be removed.

  1. Access the Manage Proposal page for the proposal to which you want to delete the documents if you are not already there.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. You can delete all the uploaded documents by clicking Delete All. You can delete a specific document by clicking the X on that document's row.

  4. Once you select the document to delete, click ok in the delete confirmation message or click cancel to return to the Manage Contract Documents page without deleting anything.

Updating and Notifying

If you update the contract documents after the proposal has been awarded, you must include a note about the update. You have the option of notifying the awarded bidder about the updates.

  1. Access the Manage Proposal page for the proposal to which you want to update the documents if you are not already there.

  2. Select the Contract Documents link. The Bid Express service takes you to the Manage Contract Documents page.

  3. Make any necessary changes.

  4. Click in the Comment field and enter the reason for the update.

  5. Click update. The Bid Express service updates the contract documents information and displays a reminder to notify the awarded bidder.

  6. Click notify to send a Bid Express message about the updates to the awarded bidder.

 

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