www.bidx.com Digital ID Policy: Trns•port Expedite® bidding software

Info Tech® i Digital ID™ iis for use with the Trns•port Expedite® iii bidding software and the Bid Express®iv service at www.bidx.com are associated (except where otherwise noted in this policy) with a single agency only and that agency's vendor qualification processes and procedures, and that agency has a third-party reliance interest in these Digital IDs. In addition, Digital IDs for use with the Trns•port Expedite® bidding software are always associated with a Bid Express service at www.bidx.com subscription account. Bid Express subscription accounts are governed by the Bid Express Subscriber Agreement.

1. Info Tech Digital ID Subscriber Policy

By accepting and using an Info Tech Digital ID, you, as a Subscriber, represent to Info Tech and to parties relying on your use of the Digital ID with Info Tech products and services that you will:

  • Not compromise the integrity or security of the Digital ID; for instance: sharing passwords, storing backup copies of keys insecurely, or permitting use of the Digital ID by anyone other than yourself.
  • Provide accurate and complete information when communicating with Info Tech.
  • Confirm the accuracy of the information associated with the Digital ID before using the Digital ID.
  • Promptly cease using the Digital ID and notify Info Tech if (i) any information that was submitted to Info Tech or is included in a Digital ID changes or becomes misleading; or (ii) there is any actual or suspected misuse or compromise of the Private Key associated with the Digital ID.
  • Use the Digital ID only for authorized and legal purposes, consistent with the Digital ID purpose, these policies, and any other associated policies and agreements.
  • Promptly cease using the Digital ID after Digital ID expiration, if any expiration applies.

2. Application and Activation Policies

No Digital ID shall be approved and/or activated except upon completion of any necessary internal and/or external review required by policy. Manual review and activation procedures by Info Tech shall be performed during normal business hours only. Review by external parties, if necessary or required, is not guaranteed in any way by Info Tech. Info Tech makes no guarantees whatsoever on any processing times for Digital ID applications or activation requests.

Info Tech shall not be responsible for any Digital ID applicant's failure to provide complete and correct application information in the specified manner and format, or failure to submit application information to Info Tech prior to the need of the applicant to use the Digital ID for any purpose, including internet bidding, without sufficient time allotted for all internal and external reviews of the application. Info Tech shall not be responsible for any delays or technical difficulties experienced Subscribers that are a result of circumstances outside of Info Tech's control.

Info Tech recommends that applicants submit all requests for Digital ID approval and activation not less than seven days in advance of the anticipated need to use the Digital ID. Info Tech recommends that Subscribers, once the Subscriber's Digital ID has been activated and approved, test the functionality of the Digital ID well in advance of the need to use the Digital ID, in the event that technical troubleshooting is necessary.

2.1 Application Policies in Detail

An Info Tech Digital ID is required for electronic bid submission. Applications for Digital IDs for bidding with the Trns•port Expedite® bidding software and the Bid Express Service located at www.bidx.com may be initiated by the applicant after the applicant has established a user account for the Bid Express Service at the www.bidx.com website. As part of the Digital ID application process, the user must print out a paper form called the Bid Express Digital ID Registration Form. This paper form must be checked for accuracy by the Digital ID applicant and, if all information on the form is correct, the applicant must bring the form to a notary public for signature. The notary public must then complete the notarial certificate at the bottom of the registration form according to the rules of the state which governs the notary public's professional conduct. The original, completed, notarized registration form must then be sent to Info Tech at the address indicated on the form. The original form may be sent via either overnight courier or regular U.S. mail, but overnight service is recommended if the applicant intends to bid on any proposals within the next calendar month. Info Tech shall not be responsible for registration paperwork that has not been delivered to Info Tech allowing for sufficient time to process the registration.

Address for Bid Express Digital ID Registration Form Delivery:

Bid Express Digital ID
c/o Info Tech
5700 SW 34th Street Suite 1235
Gainesville, FL 32608

2.2 Processing, Approval, and Activation

Digital ID applications are processed manually by Info Tech personnel, and, in general, are done so in the order they are received. Depending on volume, processing time may exceed two business days. Please plan accordingly. If a registration form is complete and correctly notarized according to the laws, rules and regulations of the notary public's state, Info Tech shall approve the Digital ID for use and activate the Digital ID. In many cases, Digital IDs for use with the Trns•port Expedite® bidding software and the Bid Express Service located at www.bidx.com require additional approval by the agency to which the applicant intends to bid with the Digital ID. Please allow for additional processing time when submitting registration paperwork to Info Tech for agency review and approval. Info Tech shall not be responsible for the timeliness or lack thereof of an agency's review processes for Digital ID approval. Info Tech cannot activate a Digital ID for use with the Expedite software until authorized to do so by the agency to which the applicant intends to bid, unless Info Tech has previously been authorized to do so by that agency. The applicant shall be notified via email of the approval and activation. Once activated, the Digital ID may be used to bid electronically via the Trns•port Expedite® bidding software. Registrations that are received for processing but are not complete, correct, or properly notarized will be rejected. Applicants will be notified of the rejection via an automated email which will explain what steps must be taken to correct the deficiencies in the registration form.

Note: in every circumstance where an application is rejected, a new registration form must be printed, completed, notarized, and sent by mail to Info Tech for processing.

2.3 Subscribers that Bid to multiple agencies

An Info Tech Digital ID for use with the Trns•port Expedite® bidding software is associated with a single DOT agency (or other state agency; or the three exceptions that follow). For this reason, a Subscriber must have a unique Info Tech Digital ID specific to each agency to which the Subscriber intends to bid. Each Digital ID requires a new registration form specific to the bidding agency and is processed separately. There is no expedited process for Subscribers that have existing Digital IDs and are registering new Digital IDs for the purpose of bidding at additional agencies.

Info Tech® Expedite™v bidding software users: Subscribers that hold Digital IDs for bidding with City of Gainesville, Calcasieu Parish, or New Jersey Transit Authority may bid on solicitations posted by any of those three entities, but not to any other agency, with those Digital IDs. These agencies require the use of the Info Tech Expedite bidding software rather than the Trns•port Expedite® bidding software. In all other respects, the remainder of this policy document applies equally to both the Info Tech Expedite bidding software and the Trns•port Expedite® bidding software.

3. Replacement Policy

For security reasons, Info Tech does not retain backups of Subscriber Digital ID private keys or passwords. If a Digital ID is lost or corrupted, or if the user-selected password is lost, Info Tech is not able to issue new Digital ID keys, and is not able to reset a Subscriber's Digital ID password. In these cases, the Subscriber must contact Customer Support to obtain a "replacement" Digital ID. The specific process for obtaining a replacement Digital ID varies according to the type of Digital ID which is to be replaced. Depending on the type of Digital ID being replaced, there may or may not be a fee associated with a replacement Digital ID.

The process of reviewing, processing, and activating a replacement Digital ID is to a large degree identical to the processes for reviewing, processing, and activating a new Digital ID. The circumstances causing the need to obtain a replacement Digital ID may require immediate and urgent action; however, all limitations on liability identified in the above Application and Activation Policy apply to the replacement Digital ID process. Subscribers are advised to contact Customer Support as soon as possible for assistance with the replacement Digital ID application and approval process to permit as much time as possible for processing, verification, and approval. Replacement Digital IDs are not functional until they have been reviewed, processed and approved by Info Tech and other parties (if applicable).

4. Deactivation Policies

Info Tech may deactivate any Digital ID at any time and without notice to the Subscriber if Info Tech determines, in its sole discretion, that the Digital ID has been compromised; has been used or will be used for fraudulent, deceitful, or otherwise unlawful purposes; or may harm, compromise, or otherwise interfere with the operation of Info Tech systems or services, or the systems or services of an Info Tech business partner, or any other entity. Info Tech may or may not notify the Subscriber of the deactivation via email, telephone, or other means. Info Tech shall bear no responsibility to any party resulting from the deactivation of a Digital ID, including circumstances which prevent a Subscriber from bidding electronically, if Info Tech has deactivated the Digital ID in good faith and for any of the reasons listed in this paragraph.

Info Tech shall not refund subscriber fees associated with Digital ID application, activation, use, or subscription services in the event of a Digital ID deactivation.

4.1 Deactivation by Subscriber

An Info Tech Digital ID Subscriber may deactivate their Digital ID at any time and instantly by doing so from the Subscriber's account profile within the Bid Express Service. Once a Digital ID has been deactivated by the Subscriber, there is no way to re-activate that Digital ID, and if the Subscriber wishes to again use the Bid Express Service to bid electronically, the Subscriber must submit a new registration form according to the process indicated above. A Subscriber may under no circumstances deactivate a Digital ID by e-mail or telephone notice to Info Tech. A former Subscriber to the Bid Express Service at www.bidx.com that no longer has access to the Subscriber's account may not deactivate a Digital ID associated with that account, but may cancel any recurring billing that is charged to the former Subscriber. For assistance with this specific scenario, please contact Customer Support during normal business hours.

4.2 Deactivation by someone other than the Subscriber

A representative of the organization associated with a Digital ID may deactivate the Digital ID of any member of that organization. This may be done directly within the representative's profile within the Bid Express Service at www.bidx.com. If the representative does not have a user account at www.bidx.com, that representative should contact Customer Support during normal business hours for assistance with this procedure. Additional documentation may be required, at Info Tech's sole discretion.

5. Bidx.com Subscription Account Cancellation

Please note that cancellation of a Bid Express subscription service for the Bid Express Service at www.bidx.com will also deactivate any Digital IDs associated with that subscription service. If a Subscriber re-subscribes to the same service(s) in the future, the Subscriber may not re-activate any Digital IDs that have been deactivated, and instead must submit new Digital ID registration forms to Info Tech which must be processed, approved, and activated before the Subscriber can bid electronically to the agencies to which the Subscriber intends to re-subscribe.

6. Definitions

Activated (Digital ID): an activated Digital ID is a Digital ID that has been approved for use after the application, verification, and approval process (or the registration, processing, and approval process). A Digital ID cannot be used in any way until it has been activated by Info Tech.

Agency: for the purposes of this policy, an agency is any party that accepts bids electronically via the Bid Express Service(s) or that manages contracts via the Doc Express Service (not as a vendor or contractor).

Applicant: an applicant is someone that has applied for or registered a Digital ID that has not yet been activated.

Approved (Digital ID): an approved Digital ID is a Digital ID that meets all application or registration requirements and has been processed or verified by Info Tech, but has not yet been activated.

Bid Express Service (Info Tech Bid Express Service): web-based service, located at www.bidx.com, used by agencies to advertise proposals and to receive bids electronically from vendors. The Bid Express Service(s) submit bids to the agency indirectly via additional bidding software (the Trns•port Expedite® bidding software).

Deactivate or Deactivated (Digital ID): a deactivated Digital ID is a Digital ID which was formerly activated, but can no longer be used. A Digital ID may be deactivated by request or by policy. Once deactivated, a Digital ID may never be re-activated, and can only be replaced by a new Digital ID.

Digital ID (Info Tech Digital ID): electronic credentials used for encryption, digital signatures, and/or bid submission by users of or subscribers to Info Tech services, such as the Doc Express or Bid Express Services.

Trns•port Expedite® bidding software: bidding software used by vendors to encrypt, digitally sign, and submit bids to agencies that require vendors to use the Trns•port Expedite® bidding software.

Proposal: for the purposes of this policy, a proposal is any item posted by an agency to the Bid Express Service(s) for which the agency is soliciting responses from vendors. Proposals also include "solicitations," "RFPs," "RFIs," and the like.

Replacement (Digital ID): a replacement Digital ID is a Digital ID that is issued to replace a Digital ID that can no longer be used, whether the Digital ID has been deactivated or becomes lost, corrupted, or compromised.

Subscriber (Digital ID): a Subscriber, for the purposes of this policy, is someone that has been issued an Info Tech Digital ID for use in conjunction with a Bid Express subscription service.

Vendor: for the purposes of this policy, a vendor is a party that has an approved business relationship with an agency. A "bidder" or "contractor" (except a "contractor" acting as an agent of an agency) is a vendor for the purposes of this policy.

 

iInfo Tech is a registered trademark of Info Tech, Inc.

iiDigital ID is a trademark of Info Tech, Inc.

iiiTrns•port Expedite® is a registered trademark of AASHTO

ivBid Express is a registered trademark of Info Tech, Inc.

vExpedite is a trademark of Info Tech, Inc.