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Bid Express® Knowledge Center

Exports, downloads, and reports

For Bid Express owner-agencies

 In this article:

Notification logs

Notification logs lists actions that have been taken for the solicitation by vendors or the owner-agency. This includes which vendors received NIGP code information, advertising the solicitation, a vendor asking a question, and posting an addendum, among other things. 

Pre-bid log

  1. With your solicitation open, click More and select Notification Logs.

  2. Click Print to print the log.

Post-bid log

  1. With your solicitation open, click Notification Logs.

  2. Click Print to print the log.

Filter notification logs

Notification logs can be filtered by notification type on both advertised and closed solicitations.

  1. From the notification log, click on the drop-down Filter menu. 
  2. Select the notification type you want to display.

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Post bid downloads, exports, and reports

You have to fetch bids or responses before you can see any files after the bid deadline.

  1. Open the solicitation.

  2. Click Fetch Bids or Fetch Responses.

  3. Click Actions and select the download under the Export list.

 

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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 by the Appia service to either create a new project or import bid data.

  • If there are required documents in your solicitation, you can download them in a .zip file after the bids have been opened.

Export bids or responses

As an owner-agency, you can export opened and unopened bids or responses into a spreadsheet or an XML file.

  • Manual and fetched bids are both included.

  • Non-responsive or out-of-date bids are not exported.

  • When you export unopened bids, the Bid Express system includes the date and time of the submission in the exported file, plus the envelope responses if applicable.

  • Opened bids also include the bid amount.

  1. If you are exporting unopened bids, click Export MS Excel in the Submitted Bids section header after you fetch the bids or responses. Save or open the file.

  2. If you are exporting opened bids, click Actions at the top of the page after you fetch the bid or response. Select either Export Open Bids - XML or Export Open Bids - MS Excel, or Export Responses - XML or Export Responses - MS Excel, to export the bids or responses in the desired file format. If your responses are already opened, you also have the ability to export them into Appia from the submitted bids console under More.

  3. Save or open the file.

The exported report for opened bids also contains the names of any attachments and bid bond information submitted by the vendors. If you use MS Excel for the export, you can see a summary of the responses and the item list, plus any tables or documents if they were included in the solicitation.

Print bids

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

If you print all the submitted bids, you have the option of printing them in one continuous flow (continuous) or to start each component on a new page (component breaks).

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  1. To print a single bid, select the bid you wish to print and click Print PDF. Choose whether to print the bid in a continuous flow or with breaks between components.
  2. To print all bids after you fetch the bids or responses, click Actions and click Print All-Component breaks or Print All- Continuous under the Exports menu.
  3. Open or save the file.

Bid tab reports

Once your owner-agency fetched and opened or manually entered bids, you can view the bid tabulations for the solicitation and make them visible to the vendor.

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  • Standard bid tabs display what vendors bid for each item of the solicitation and the total bid amount.

  • Bidders bid tabs display the bid tabulations and the item list for the solicitation, what vendors bid for each item, and the total bid amount for each item list.

  • Multiples bid tabs display what vendors bid on each item in each item list.

  • The Scoring Report displays the evaluators' totals for each vendor that responded,
    including incomplete evaluations. An evaluator's score for a component is multiplied
    by its weight to get the final component score.

  1. After you fetch the bids or responses, click Actions and select your bid tab view.

  2. Open or save the file.

The bid tabulations show the solicitation details, what each vendor bid for each item, and the total bid amount.  

To make the bid tab reports visible to vendors, click Post to Vendors. The Bid Express service will notify any solicitation subscribers that the report is posted. To remove the report from the vendors’ view, click Withdraw from Vendors.

To create a PDF file of the bid tabs, click Print Bid Tabulations in the upper left corner. Open or save the file.