Creating a New Contract

Contracts Module is where you can manage existing contracts and create new ones. This module allows you to keep track of important dates associated with a contract. It also allows the vendors to upload up-to-date required documents directly into the system for your approval. 

How To: Create a New Contract

• Navigate to the Contracts tab:

• You will be directed to the “Search” tab:

• Click on “Create”:

• Fill out the mandatory information (red asterisk):

Contract Title:	Enter Contract Number and Name
Contract Description:	Enter Contract Description – vendors will be able to see this content
Dates:	Indicate the Start and End Date of the Contract. The closing contract e-mail notifications are driven from this.
Type:	Indicate if this is a Term Contract or No Term
Term:	Choose a term – this list can be configured in the Configuration Tab.
Status:	Design Mode (Pending) – This contract is in Draft (no e-mail notifications will go out)
	Active – This is an active contract (all notifications will go out)
	Closed – This contract has ended.
	Closed – Archived – This contract has ended and will no longer appear in reporting
	Cancelled – This contract has been cancelled.
Contract Amount:	Enter the Total Contract Amount
Department:	Enter the Department – this can be added/removed in the Configuration Tab
Division:	Enter the Division – this can be added/removed in the Configuration Tab.
Vendors:	Search for the awarded vendor – the vendor must have an account with bids&tenders in order to receive automatic e-mail notifications.
Co-Op:	Check the box if this is a cooperative contract.
Lead Agency Name:	Choose the lead agency for this contract.
No. of agencies:	Enter the # of agencies in the contract.
Participating Agencies:	Type in the participating agencies in this contract.
Requisitioners:	Enter the main contact for this Contract (ex. Contract Owner)
Purchasing Representatives:	Enter the main purchasing contact for this Contract.
Closing Notification Days:	If you require a custom closing contract notification, indicate the number of days before the closing date that you want the e-mail to be sent to the purchasing representative.
PO Ref. Number:	Enter the Purchase Order Number.
Comments:	Enter comments about this contracts – this will not be visible to the vendor.
Primary Contact Info:	Enter additional contact information for the vendor.
Categories:	Select the appropriate categories for this contract – this list can be set up in the Configuration tab.

• Click “Add Contract”:

• Once you have added a contract, the other tabs will become available to you:

Linking Contracts to Other Contracts

 In the Contract details tab you are able to link the contract to another contract previously created