User Guide

Using the Search Function

Learn how to perform context-aware searches and filter live contract data directly from your Dashboard.

Overview: 

The Bids Advantage search system uses a Natural Language Model (NLM) to interpret context and intent, allowing you to search using everyday language instead of predefined filters. The results dynamically update based on your query, showing contracts, RFPs, and tenders relevant to your request. 

How to Use Search: 

1. Go to My Dashboard. 

2. Locate the search bar at the top of the screen labeled “Search for RFPs, RFIs, Contracts, Indigenous Partners in plain language and more.” 

3. Enter a natural-language query such as: “Give me all construction contracts over 1M.” or “Show awarded RFPs in Alberta.” 

4. Click Search or press Enter. 

5. Results will automatically populate below, categorized and filterable by status, location, and type. 

Understanding the Results: 

• Highlighted Metrics: Colored summary boxes display quick stats such as total contracts issued, awarded values, and tender opportunities across Canada. 

• Latest Solicitations: The list below your query updates instantly with relevant matches. 

• Filters: Use the top filter bar (RFP, RFI, Awarded Contract, etc.) or drop-down menus to refine your results by Location, Closing Date, or Status. 

• Map and List View: Switch between View as List and View as Map to see results geographically or textually. 

• Download CSV: Export current results as a CSV file for reporting or offline reference. 

AI Integration: 

For select listings, the system provides AI-generated options such as Draft Proposals, Capability Statements, and Compliance Matrices. Click the three-dot menu beside any listing to view and generate these AI documents instantly. 

Tips: 

• Be specific with numbers, keywords, and timeframes for higher accuracy. 

• The search model recognizes terms like “over,” “under,” “between,” and regional names (for example, “Ontario” or “Western Canada”). • To reset results, clear the input field and perform a blank search. 

Troubleshooting: 

• No results found: Try simpler phrasing or reduce constraints, such as removing an exact value or date. 

• Search taking too long: Wait a few seconds for NLM processing; large datasets take longer. 

• AI buttons missing: These appear only on listings that support auto-generated proposal content. 

Privacy Note: 

All search queries are processed securely. Collected data is used only to improve search accuracy and platform functionality.

Navigating Results with Pagination

Learn how to move between pages of contract results and control how many items are displayed at once.

Overview: 

The Pagination controls appear at the bottom of the contract results section and allow you to navigate through multiple pages of listings. This feature ensures quick access to all results without overloading the page with too many entries at once. 

How It Works: 

  1. After performing a search or applying filters, scroll to the bottom of the results list. 

  2. Use the page numbers or arrow buttons to move between result pages. 

• Double left arrow (<<): Go to the first page. 

• Single left arrow (<): Go back one page. 

• Single right arrow (>): Go forward one page. 

• Double right arrow (>>): Jump to the last page.

  3. The label on the left shows how many results are currently displayed (for example, “1-10 of 48 items”). 

  4. Use the Items per Page dropdown on the right to control how many listings appear at once (for example, 10, 25, or 50). 

Tips: 

• Choose a smaller Items per Page value for faster load times on slower connections. 

• If you adjust filters or perform a new search, pagination resets automatically to page 1. 

• The current page number is highlighted in yellow for easy reference. 

• Use your browser’s scroll wheel or Page Down key to quickly reach the pagination area. 

Troubleshooting: 

• Pagination buttons not responding: Refresh the page; the dataset may need to reload. 

• Wrong page count: Reapply filters or clear search input to reset the total count. 

• Missing pagination controls: They only appear when results exceed the visible item limit.

Viewing Contract Details

Learn how to explore contract listings, review Indigenous business data, and access AI proposal tools from the View Details page.

Overview: 

The View Details page provides an in-depth look at individual contracts, including RFP scope, verified Indigenous business connections, and AI-powered proposal creation tools. This page combines essential contract information with tools that help streamline your bid preparation process. 

How It Works: 

1. From the Dashboard or Search Results, click View Details beside any contract listing. 

2. The page will open with key details such as contract title, value, location, and current status. 

3. Review the RFP Scope section for an overview of contract details. 

4. Scroll down to the Nearby Indigenous Businesses table to view verified Indigenous suppliers, their location, distance, and verification status. 

5. Click Visit Website or Contact Info to learn more about a listed business. 

6. Use the View More button to expand additional listings if available. 

Nearby Indigenous Businesses: 

Below the RFP scope, you’ll find a section listing verified Indigenous businesses related to the contract’s region. Each entry includes - 

• Company Name: The organization’s registered business name. 

• Location and Distance: Displays proximity to the contract’s site. 

• Verification: Shows if the business is verified by the Government of Canada or other official agencies. 

• Actions: 

  • Visit Website: Opens the company’s official site. 

  • Contact Info: Provides ways to reach the business directly. 

  • More options (three vertical dots): Opens a menu for additional actions. Use View More to load additional results if available. 

AI Proposal Tools: 

1. Under RFP AI Proposal Tools, select Create Draft Proposal or another document type from the dropdown menu. 

2. The system will begin generating your document. A progress message such as “Hold tight as we work on this” will appear. 

3. Once complete, download your document using either Download Word Doc or Download PDF. 

4. Each generated file is saved automatically under Your Drafts in the Dashboard. 

Understanding the Layout: 

• RFP Scope: Displays the project’s purpose, objectives, and description. 

• Nearby Indigenous Businesses: Lists government-verified businesses near the contract’s region. 

• AI Proposal Tools: Allows instant generation of proposal drafts using contract data and your organization profile. 

• Download Options: Choose between Word (.docx) or PDF for offline editing or submission. 

Tips: 

• Wait for the download buttons to appear before closing the page. 

• Generated drafts are automatically stored in your Dashboard. 

• Use the More options (three vertical dots) button next to listings to access additional actions. 

• Review AI-generated content before submitting to ensure alignment with your organization’s goals. 

Troubleshooting: 

• Proposal not generating: Wait 20–35 seconds and refresh if needed. 

• No download buttons: The AI is still processing; retry after a short delay.

Downloading Contract Data (CSV Export)

Learn how to export search results or filtered contracts from the Dashboard or Explore page as a CSV file.

Overview: 

The Download CSV feature allows you to export contract listings into a spreadsheet format for offline use. The exported file includes all visible results that match your current filters or search query. This is ideal for reporting, internal analysis, or sharing contract data with team members. 

How It Works: 

1. From your Dashboard or Explore page, perform a search or apply filters (for example, location, closing date, or status). 

2. Once the results load, click the Download CSV button located in the top-right corner of the results section. 

3. The system will generate a CSV file containing the contract listings currently displayed on-screen. 

4. Your browser will automatically begin the download once the file is ready. 

Data Included in the Export: 

Each row in the CSV file typically contains the following fields - 

• Contract Title 

• Contract Type (RFP, RFI, Awarded Contract, etc.) 

• Description or Summary 

• Award Date and End Date 

• Contract Value 

• Location or Province 

• Contract Status 

• Source or Listing ID 

Notes: 

• Only results visible within your current filters and search query are included. 

• The file is exported in comma-separated (.csv) format and can be opened in Excel, Google Sheets, or any spreadsheet editor. 

• Larger result sets may take several seconds to process before download begins. 

Tips: 

• Apply specific filters before exporting to reduce file size and focus on relevant contracts. 

• Use consistent date formats and currency columns when importing into other software. 

• Rename and organize your exported files to track different searches or reporting periods. 

Troubleshooting: 

• No file downloaded: Ensure pop-ups or downloads are allowed in your browser. 

• Incorrect or missing data: Confirm your filters were active at the time of export. 

• File won’t open: Open with a compatible program (for example, Excel, Google Sheets, or Numbers) and select comma-separated import if prompted.

Viewing and Interacting with the Map

Learn how to explore live contract data visually through the interactive map, including markers, filters, and contract details.

Overview: 

The Map View provides a visual way to explore contract activity across Canada. Each marker represents one or more contracts tied to a region or city. Clicking on a marker reveals detailed information, including value, award date, and location. This view is ideal for identifying regional opportunities at a glance. 

How to Access the Map: 

1. From your Dashboard, click Map View above the search results list. 

2. The map will load automatically with the contracts available for viewing. 

Using the Map: 

• Zoom Controls: Use the + and − buttons to zoom in and out. You can also use your mouse wheel to zoom in or out. 

• Markers: Each marker represents active or awarded contracts in that area. Hover or click to expand details. 

• Contract Panel: The right-hand panel displays all contracts currently visible in the map view. 

• Create Button: Click Create + inside any contract popup to begin generating AI-assisted documents, such as proposals or capability statements, directly from that contract’s data. 

Contract Details Popup: 

Clicking a marker opens a detailed view containing - 

• Reference ID: The unique contract identifier. 

• Description: A brief summary of the contract or service. 

• Award Date / End Date: Contract duration or expected completion period. 

• Status: Indicates whether the contract is Open for Bid, Awarded, or Closed. 

• Value and Location: Displays total contract amount and associated province or city. 

Tips: 

• Use zoom to focus on dense regions with multiple overlapping contracts. 

Troubleshooting: 

• Map not loading: Wait for the data layer to initialize or refresh the page. 

• Slow response: Complex searches may take longer to render all markers on the map. 

• No contracts shown: Click an area on the map to start loading contracts for that specific region.

Generating Documents using AI in the Dashboard

Learn how to generate proposals, capability statements, and other professional documents directly from a contract listing.

Overview: 

The Document Creation feature allows you to automatically generate high-quality business documents using integrated AI tools. Each document is tailored to the selected contract, drawing from details such as contract type, value, and location. This saves time and ensures consistency in formatting and tone. 

How to Create a Document: 

  1. From your Dashboard or Map View, locate a contract you want to base your document on. 

  2. Click the Create + button to open the document type menu. 

• If you are in the map view and have a contract selected, then click the Create + button.

• If you are in the list view and you see the contract you want a document for, then click the Options menu (three vertical dots)

  3. Select one of the available AI options: 

• Draft Proposal (AI): Generates a detailed proposal aligned with the contract requirements. 

• Capability Statement (AI): Summarizes your organization’s qualifications, experience, and key strengths. 

• Compliance Matrix (AI): Outlines requirements against deliverables for audit or bid compliance. 

• SWOT Analysis (AI): Evaluates strengths, weaknesses, opportunities, and threats related to the bid. 

•  Slide Deck (AI): Creates a presentation-ready summary of the opportunity and your organization’s response.

  4. Once selected, the system begins generating your document. A progress message such as “Yodo is thinking... please wait 25–35 seconds” indicates the AI is preparing content. 

 5. When the generation is complete, click Download Doc to export the finished file. 

About the AI Generation Process: 

Documents are produced by a context-aware model that analyzes contract data, description fields, and metadata to produce structured and professional-grade content. Each generated document is unique to the selected contract. 

Tips: 

• Ensure you have selected a contract from the Map View before clicking Create +. 

• Allow up to 35 seconds for generation depending on document complexity. 

• After downloading, review the file and make any company-specific adjustments before submission. 

• Use generated proposals as starting templates for internal editing and branding. 

Troubleshooting: 

• No document generated: Refresh the page and retry, ensuring a valid contract is selected. 

• Download button missing: Wait for the generation process to complete fully before refreshing. 

• Formatting issues: Open the document in your preferred editor (for example, Word or Google Docs) and adjust the layout as needed.

Generating Documents with AI Upload

Learn how to upload a file, choose optional sections, and generate AI-powered documents from the Yodo panel.

Overview: 

The Proposal Response Workshop allows you to generate structured proposal documents using Yodo, your Business Development assistant. You can select a response framework, choose which documents to include, upload supporting files, and generate a complete proposal package. Generated documents appear at the bottom of the workshop and can be downloaded individually or as a bundle. 

How to Generate a Document: 

1. From the Proposal Response Workshop, choose the framework you want to work with, such as Go / No-Go Decision, Statement of Work Response, or Statement of Requirements & Request for Quote. 

2. Select which documents you want to include in your proposal package. Required documents are preselected, while optional sections can be added using the checkboxes. 

3. Click Continue to move to the document input step. 

4. In the Additional Context or Requirements text box, enter any specific instructions, constraints, or guidance you want Yodo to follow. 

5. Upload any supporting files by clicking Click to browse or dragging and dropping files into the upload area. Supported formats include PDF, Word, and Excel. 

6. Select Generate Proposal to begin the process. 

Document Generation Process: 

Once generation begins, Yodo will confirm your selections and start compiling your proposal package. 

• Each document takes approximately 2–3 minutes to generate. 

• If multiple documents are selected, total generation time will scale accordingly. 

• Progress updates such as “Uploading file…” and “Compiling your proposal package” will appear as each step completes. 

When generation is finished, the completed documents will appear in the Generated Documents section with a Ready status. 

Generated Output and Downloads: 

• Each generated document can be reviewed individually. 

• Use Download All (.zip) to download all documents in a single compressed file. 

• You may also revise documents using Revise Documents or proceed to the next framework using Next Framework. 

• All generated documents are automatically saved and can be accessed later through Past Sessions. 

Optional Actions: 

• Revise All: Regenerates the selected documents using updated context or instructions. 

• Past Sessions: Allows you to return to previously generated proposal workshops and downloads. 

• Download All (.zip): Exports the full proposal package for offline review or submission. 

Troubleshooting: 

• Upload not working: Ensure files are within the allowed size limit and supported formats. 

• Generation taking longer than expected: Multiple selected documents increase total processing time. 

• Documents not appearing: Wait a few moments, then scroll to the Generated Documents section. 

• Incomplete output: Use Revise Documents to regenerate with clearer instructions. 

Tips: 

• Provide clear and specific instructions in the context field to improve output accuracy. 

• Upload relevant documents such as Statements of Work or requirements when available. 

• Allow the full generation process to complete before navigating away from the page. 

• Review all AI-generated content before submission to ensure accuracy and compliance.