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Contract Documents

Contract Documents

Contract documents are used to pass documents to the awarded bidder in the Bid Express® service. Contract documents can only be seen by the agency and the awarded bidder. Your agency can enable or disable this option 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 Documents page, you can add or delete documents, enter notes, and enter a deadline for when the documents are due. When you modify this page, the Bid Express service sends a message to the awarded contractor.

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Add Documents

To add documents to a proposal:

  1. Go to the Manage Proposal page for the proposal you want to add the documents to.
  2. Select the Contract Documents link under Manage Proposal.
  3. Click Add in the Documents section. This takes you to the Upload Contract Documents page.
  4. Click Add Files to open your File Explorer. Navigate to the location of the file and click Open.

    • If applicable, enter a label or name for the document in the Label field.

  5. To upload additional documents, click Add Files again.
  6. When you are completely done uploading and labeling the documents, click Upload. All documents will be uploaded and a successful upload confirmation message will appear.
  7. Click Done to return to the Manage Contract Documents page.
Set Document Deadlines

You can set a deadline for when all documents are due or for individual documents.

  1. Go to the Proposal page for the proposal you want to set a deadline for.
  2. Select the Contract Documents link under Manage Proposal.
  3. To set a deadline for all documents, click Select a Deadline. Click the deadline date from the calendar.
    • Set the deadline for all documents before setting the deadline for individual documents. Entering a new deadline for all documents will override any set deadlines for individual documents.
  4. To set a deadline for an individual 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.
Use Contract Documents with Doc Express

If you are using the Doc Express service, you can send the documents to a Doc Express contract.

  1. Go to the Manage Proposal page for the proposal you want to add the documents to.
  2. Select the Contract Documents link under Manage Proposal.
  3. Check the Send to Doc Express box for all documents 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. You will see the Import Documents window. Click to select an existing contract or create a new contract and then click Import Documents.

For more questions on contracts and the Doc Express service, please see the Doc Express knowledge center or contact our customer support team.

Add Proposal Notes

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

  1. Go to the Manage Proposal page for the proposal you want to add notes to.
  2. Select the Contract Documents link under Manage Proposal.
  3. In the Notes field, enter any notes you want to leave for the winning contractor.
  4. Click Save.
Deleting Documents

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

  1. Go to the Manage Proposal page for the proposal you want to delete documents from
  2. Select the Contract Documents link under Manage Proposal.
  3. To delete all the uploaded documents, click Delete All.
  4. To delete a specific document, click the X on that document's row.
  5. Once you select all documents or the document you want to delete, a delete confirmation message will appear. Click Ok to delete the documents or Cancel to return to the Manage Contract Documents page without deleting anything.

Note | If you update the contract documents after the proposal has been awarded, you must include a note about the update.

To do so, click in the Comment field and enter the reason for the changes and then click Update. The contract documents information updates and a reminder appears to notify the awarded bidder. Click Notify to directly send a Bid Express message about the updates to the awarded bidder.

Document Acknowledgements

Once the winning contractor acknowledges receipt of the contract documents, you can view their acknowledgement through the Bid Express message or through the proposal page.

  1. From the Manage Proposal page for the proposal you want to see the document acknowledgements for, click Document Acknowledgements in the upper right corner.
  2. On the Document Acknowledgements page you will see the list of acknowledged documents and a list of documents still waiting for acknowledgment.
  3. Click Done when you are finished viewing this page to return to the Manage Proposal page.