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Creating and sending an NDA (Non-disclosure Agreement)

There are two ways to create an NDA:
1) Within Project or Bid Package Settings
2) using PreconPrequal.

Option 1)  Within Project or Bid Package Settings:
When using the NDA feature in a project, subs must agree to the terms of your NDA before they can access your Planroom for the project. You can also have NDA's specific to one or more Bid Packages within a project. To add this feature to a Project or one or more of its Bid Packages:

    1. Go to the project's Settings tab (or Bid Package Settings if NDA's per specific Bid Packages are needed) and change the NDA setting to "Enabled".


   
     2. Copy and paste the verbiage of your NDA into the "NDA Content" box (or click "Copy From Project" if you have an NDA from a prior project or project template you want to use or edit, or Copy from Bid Package), then click "Update NDA", then make sure to click "Update Settings".

You can view which subs viewed and accepted your NDA, including the IP address of the device they were using to accept, within your project by going to Reports and Logs> View NDA Acceptance. 

NOTE:  The recipient is accepting the terms for their company including any other contacts/emails invited to the project, so it is recommended that verbiage be written in the NDA stressing that the recipient signing the NDA is agreeing on behalf of any other contacts invited to the project, and they are not to forward the bid invitation or share their login with anyone else without your company's permission. Once the NDA is accepted, anyone with access to their Project ID and Security Key can access your Planroom

Option 2) Using your PreconPrequal module:
Create a custom NDA form and send to the companies of your choice. Once those companies submit the form, they are automatically assigned to a specific NDA-Approved Group that you can then use to easily invite to bid on a project.

1.      In your PreconPrequal module, create your form (feel free to contact our support team for help any time at 949-222-0400 or support@preconsuite.com).

    a.   Go to PreconPrequal > Create New Form.

    b.   Enter a Title (e.g. "NDA"), and select Basic Template Form.

    c.   Move any unneeded questions or data entry fields (it is recommended that you leave Company Name, Address, City, ST, Zip, Phone so they update those as needed).

    d.    Click “Create New Question” on the right.
                   i.    Change the “Question Type” to “Instruction”.
           ii.   The Question field will be converted to capitals and bold. It is meant for a paragraph heading if you have one.  Enter or copy/paste the body of the agreement into the “Question Note”.

    e.   TIP: You can use html tags to format however you like. For example, bold text in the body (Question Note) would be written like this: <b>sample text</b>, and for a carriage return (move to the next line), use this tag: <br>, or to skip a line use it twice: <br><br>.

    f.    Create a question that allows them to type in their signature (use Question Type: Single Line Text).

    g.  Check-box which “questions” you want to be required (for example, their signature should be required).

    h.  Click Form Details at the top.

    i.    Form Name:  This is your internal form name only you see (i.e. NDA for XYZ Project).

    j.    Form Title: This is the title on top of the form your subcontractors see. It also shows in the subject line of the email you send them.

    k.   Instructions: Describe what the form is for and what you want them to do.

    l.     Submission Title: “Company Name” is recommended so that you see who they are in your Prequal Inbox or Approved list of submitted forms.

    m.  Send email alert upon completion: If you would like to be alerted upon each subcontractor submitting a form, check the box and select the email you would like the alert to go to. Also enter the email subject line (i.e. NDA Submitted, check Prequal Inbox).  NOTE: If you don’t need to review and approve each submitted form, do not check the email alert and also check the box in the lower left to “Bypass Approval Process”. Subcontractors can automatically be assigned to a specific Group to flag all the signed NDA forms so you can quickly invite them to a project.

    n.    Assign subs that are marked "Approved/Qualified" to the following group: Create a Group such as “NDA-Approved for XYZ Project” so that those that submit a form can quickly be assigned to a project using Select Bidders> By Trade-All, and filter by the “NDA Approved” Group.

    o.      Assign subs that are marked "Unapproved/Unqualified" to the following group: If you want to review and Approve each submission, then you can also assign Declined forms to a Group such as “NDA-Declined”.

    p.     Bypass Approval Requirements: If you don’t want to have to open each form in your inbox, check this box. NOTE: If you do this, it is recommended that you Assign subs that are marked Approved to a Group so you know which are approved for this specific NDA form.

    q.      Click “Save”, then click "Preview".
                 i.   Edit as needed, then click Send when ready.                                   

2.      Send the NDA to selected Companies.

    a.      From the Sending Options screen, select the Companies by Trade, Group, or Individually.

    b.      OR… Create a custom Group to send to by going to Settings > Manage Groups> Create Group.  Then go to Companies> Mass Assign Trades/Groups, and click Groups. Select the Group you want to mass assign Companies to, then click “Proceed to Select Companies” and select them alphabetically (click ALL if you want to list them all on one screen, otherwise select by first letter).

    c.      OR… Using the Custom Reports feature, create a list of companies you want to send to, then select the NDA form and send to that list.

3.      Inviting the “NDA Approved” subs to a project:

    a.      Create your project, then go to Project Options> Select Bidders> By Trade-ALL, and check the “NDA-Approved” Group, and click “Filter List”.

    b.      Select the Trades you need for the project, and click “Add Selected Bidders”.

    c.      Preview/Send Invite, and send to All Bidders. (If you add more Companies after others have been sent the Bid Invitation, then send using the “Unsent” option).

If you have any questions, contact support@preconsuite.com or call 949-222-0400

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