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Bid Express® Knowledge Center

Exports, downloads, and reports

For Bid Express owner-agencies

 In this article:

History and Notification Logs Reports | Post-bid downloads, exports, and reports | Export bids or responses | Export to PDF | Bid tab reports

History and Notification Logs Reports

The History report and Notification Logs report are available for both open and closed solicitations.

  • On the page for an open solicitation, click More to access these reports.
  • On the page for a closed solicitation, click Actions to access these reports. 

Learn more about each report below.

Notification logs

The Notification Logs capture every message sent via Bid Express. While this report confirms the successful transmission of data from our system, it does not provide confirmation of delivery or receipt. The log contains the following details:

  • Notification
  • User
  • Business 
  • Time

Use the Filter menu to view specific notification types, like those for addenda. You can also print a copy of these records by clicking Print within the Notification Logs pop-up window.

History

For total transparency, you can access a complete audit trail of your solicitation. This log tracks every update, allowing you to confirm exactly when a change occurred, what was impacted, why it was modified, and who within your agency was responsible.
 

Post-bid downloads, exports, and reports

Submissions must be decrypted before you can export detailed post-bid opening reports. 

  1. Navigate to the solicitation page.
  2. Click View Bids or View Responses.
  3. From the Bids Summary table expand the Exports or Bid Tab Reports menus to see your reporting options. Options include:
    • Exports: Export Open Bids - XML; Export Open Bids - MS Excel; Download Open Bids - ZIP; Download XTabDat; DOwnload Appia Export

    • Bid Tab Reports: View Bid Tabs - Standard; View Bid Tabs - Bidders; View Bid Tabs - Multiples

       

Unique files for download

  • The XTabDat.dat file is used with construction management software. The file includes item lists not included in the bid total, but their extensions are not added to bid total.  
  • The Appia export downloads the bids in a way that can be imported into the Appia service to either create a new project or analyze and award bids.

  • If there are required documents in your solicitation, the most efficient way to gain access to the files is to download the Download Required Documents ZIP export from the Exports drop-down menu of the Bids Summary table. 

     

Export bids or responses

Export of Bids or Responses Table

As an owner-agency, you can export a copy of the Bids or Responses table into Excel. 

Click More - Export MS Excel in the Bids or Responses table. 

This export includes:

  • All opened/unopened electronically submitted bids and manual bid entries.
  • Date/time of submission as well as date/time of opening.
  • Columns for any envelope component data that was previewable in-app (excluding what would appear in the Envelope pop-up window).
  • Bid totals (if bids have been opened).

This export does not include:

  • Non-responsive or out-of-date bids are not exported.
    • You must mark non-responsive, incomplete bids responsive for them to appear in this export. 

Export a Comprehensive Excel Spreadsheet of all Responsive Bids

From the Bids or Responses summary table, expand the Exports menu.

Click Export Open Bids - MS Excel

The export report provides a comprehensive overview of all submitted data, including proof of vendor attachments and bid bond details. When viewed in Excel, the report organizes response summaries, itemized pricing, and any supplemental tables or documents included in the submission by tabs at the bottom of the Excel spreadsheet.

Export to PDF

As an agency, you can create a PDF of individual submitted bids or of all the submitted bids received for a solicitation.

To print an individual bid:

  1. Click the Business Name URL from the Bids or Responses table. 
  2. Click Print PDF. 
  3. Select Continuous if you would like a printer-friendly copy of the submission including all uploaded PDF attachments.
  4. Select Continuous - No Attachments if you would like a printer-friendly copy of the submission without the uploaded attachments.
  5. Select Component breaks if you would like a PDF-reader friendly copy (optimized for digital viewing) including all uploaded PDF attachments.

Alternatively, you may export a mass PDF of all the vendors' submissions without attachments from the View Bids page. 

  1. Navigate to the Bids Summary table, expand Exports, click Download Open Bids - ZIP. 

A blue banner will appear at the top of the page, directing you to an Exports page to locally download the ZIP file.

Why: This banner indicates a large file is being processed on the server. Instead of waiting for the browser to generate the download in this window, you can retrieve the completed file from the Exports page linked in the banner.

  • Note: All files that are available for download from this location are stored on the Exports page (found under Our Solicitations) for 30 days. After this period, you can still access your data by navigating to the closed solicitation and clicking View Bids. From there, you can regenerate the reports at any time using the options in your Bids/Responses Summary table.

Bid tab reports

Once your owner-agency decrypts or manually enters bids, you can view the bid tabulations for the solicitation and make them visible to the vendors.

  • Standard Bid Tabs display vendor pricing for each item in a side-by-side list format. This allows for a direct comparison of all businesses and their line-item pricing from left to right.
  • Bidders Bid Tabs organize the date by line item. Grouping all business’s pricing per line item together down the page. 
  • Multiples Bid Tabs are used for solicitations with multiple item lists, displaying what vendors bid on every item across each individual list.
  • The Scoring Report displays the evaluation totals for each responding vendor, including incomplete evaluations. 

To make the bid tab reports visible to vendors, you have several options:

  • Click Post Apparent, seen as both a button and a link within the Bids Summary table, and enable the toggle to auto-post bid tabulations, selecting your preferred bid tab format before clicking.

  • Click Post Bid Tabs from the Bid Tabs pane of the Bids Summary table. 
  • Expand the Bid Tab Reports menu in the top right of the Bids Summary table, select your preferred bid tab format, and from the next page, click Post to Vendors. 
    • Use this option to navigate to export an Excel or PDF version of the bid tabulation report. 

To withdraw a posted bid tab, click on the Bid Tab Report drop-down menu, select the format for the bid tab you wish to remove, and from the subsequent page, click to withdraw.