Scope of Work
Define tasks (sediment removal, jetting, CCTV inspection), service frequencies, performance metrics, and accepted materials or methods.
A clear, complete tender ensures comparable bids, reduces scope ambiguity, and supports defensible contract awards. Well-prepared tenders protect public safety by defining standards for debris removal, flow capacity, spill containment, and emergency response times while setting evaluation criteria that prioritize competence and compliance.
These roles help ensure technical accuracy, legal compliance, and that bids reflect the true cost of ongoing maintenance obligations.
Define tasks (sediment removal, jetting, CCTV inspection), service frequencies, performance metrics, and accepted materials or methods.
State start date, base term, renewal options, notice periods, and termination rights for convenience and default.
Specify unit prices, lump-sum items, allowances, escalation clauses, and invoicing cadence; require itemized bids.
List required policy types and limits (general liability, workers' comp), performance bonds, and certificate of insurance details.
Include PPE requirements, confined-space protocols, traffic control standards, and environmental protection measures.
Detail scoring weights for price, technical approach, past performance, references, and minority or local business preferences.
| Field | Configuration |
|---|---|
| Submission Portal | Enable file types PDF/DOCX, limit upload size per submission, and timestamp receipt. |
| Role Permissions | Define bidder, reviewer, procurement admin, and contract approver roles with view/edit rights. |
| Automated Notifications | Email alerts for amendments, approaching deadlines, received bids, and evaluation completions. |
| Archive Settings | Retain submissions and audit logs for the legally required retention period. |
Ensure the platform can export signed contracts and audit trails in accessible formats for storage and compliance.
Specify deadline for bidder inquiries and a firm date for published clarifications.
State date, local time zone, and submission method; late bids are typically rejected.
Provide estimated days for compliance checks and technical scoring to set bidder expectations.
Indicate when the successful bidder will receive written award and contract documents.
List the intended mobilization date and any pre-start requirements (insurance, safety orientation).
Documents published and notice distributed to potential bidders.
Bidders submit questions; procuring agency issues addenda as needed.
Final timestamped submissions received and recorded by the system.
Committee selects winner, issues award, and parties execute the contract.
The city issued a recurring annual tender for storm drain cleaning using unit pricing per linear foot.
An HOA released a one-time tender for culvert clearing with a short mobilization window.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies | Varies | Yes, limited | Yes, limited |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |