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From the Lettings list, agency users can select an individual letting (upcoming or recently ended) to view and manage its details. From the letting, agency users can select an individual proposal to view and manage its details.
Click to expand the following sections and learn more.
Upcoming lettings and proposals
Select an upcoming letting date to view and edit the letting's information, proposals, and uploads. From the letting page, select a proposal ID to view and edit the proposal's attachments, alerts, imports, withdrawal, and removal.
When a proposal is active and the letting hasn't ended, agency admins will see a bid count next to each proposal that displays the number of bids that have been submitted so far.
From the individual letting page, expand the Manage letting menu and select Edit. An Edit letting panel will appear.
For an upcoming letting, you can edit the following information:
- Date | The letting date can be changed, but only if the letting has no proposals
- Visibility | Select the Visible checkbox to make the letting visible to contractors
- Description | Enter or update a description for the letting
When you are finished making edits to the letting, click Save.
From the individual letting page, expand the Manage letting menu and select Import. An Import window will appear.
From the Import window, select Bid form or Data to import the following file types:
- Bid form | Proposals and amendments
- Data | Vendors, plan holders, and bid tabulations
Your computer's file browser window will open. Select the file you want to import and click Open.
Attachments uploaded to an individual letting or proposal are displayed on the letting or proposal's Attachments tab.
- From the individual letting or proposal page, expand the Manage letting or Manage proposal menu and select Attachments. The Manage Attachments panel will open.
- Select the Attachment type before you add the file, or continue to select the attachment file first.
- Click Add files. Your computer's file browser window will open.
- Select the file you want to attach. Click Open. The attachment will be displayed in the file list.
- If you didn't select the attachment type before adding the file, use the Type drop-down menu to select its attachment type.
- When all of your files have been added and their attachment types selected, click Upload.
- When you're finished uploading attachments, click Done to return to the letting or proposal's main page.
If the upload was successful, a confirmation message will appear. If not, you will see an error message.
To view the list of attachments, select the Contractor tab and click the Attachments link. A panel will appear listing the attachments for the current letting or proposal.
Alert messages for lettings and proposals
Alerts posted to an individual letting or proposal are displayed on the letting or proposal's main page.
- From the individual letting or proposal page, expand the Manage letting or Manage proposal menu and select Alert message. A text entry window will appear.
- Enter your message into the text entry field. You can use the text editing tools at the top of the entry field to format your text as needed.
- Click Preview to see how the message will look.
- When you're ready, click Publish.
The proposal administrative page (and contractor page) will contain a dedicated alert notification area.
Select View message to view the alert message.
Removing a letting or proposal is a permanent action. Removing a letting will also delete all of its proposals and delete any bids that have been submitted to the letting.
You can only remove a letting that hasn't ended yet.
- From the individual letting or proposal page, expand the Manage letting or Manage proposal menu and select Remove. A confirmation window will appear.
- Read through the information and warnings given.
- Type the Letting ID or Proposal ID into the text entry field.
- Click Remove letting or Remove proposal. To cancel, click Never mind.
Withdrawing a proposal from a letting lets you maintain its information and repost the proposal later if needed.
- From the individual proposal page, expand the Manage proposal menu and select Withdraw. The Withdraw Proposal page will open.
- Use the text entry field to enter a reason for the withdrawal. Click Withdraw.
Recently ended lettings and proposals
Once a letting deadline has passed, bid submissions and reports become available.
To open bids and manage reports, select the letting date of a recently ended letting. From an individual letting page, select the proposal ID of an individual proposal to manage its details.
Bids can be opened from the letting page level, to open bids for all proposals at once, or from the proposal level, to open bids one proposal at a time.
Open all bids for all proposals
- Select the letting date of a recently ended letting to view its information page.
- Click Open bids.
- Expand the Files drop-down menu to find the bid files for all proposals contained in the letting.
- Expand the Reports drop-down menu to find exportable PDF reports of various data.
Open bids for a single proposal
- From the individual letting page, select the proposal ID for an individual proposal.
- From the proposal's information page, click Open bids.
- Expand the Files drop-down menu to find the bid files for this proposal.
- Expand the Reports drop-down menu to find exportable PDF reports of various data.
Awarding a bidder and contract documents
When a proposal ends, you can award a bidder who submitted it on Bidx.com and manage any post-letting contract documents for a specific proposal.
Contract documents are used to pass documents to the awarded bidder in the Bid Express® service. They can only be seen by the agency and the awarded bidder. Learn more about how your agency can manage contract documents.