Beta Solicitation Breakdown Terms

This summary is for convenience. The full terms below control.

1.1 Who we are. The Beta Solicitation Breakdown (the "Service") is provided by Circle of Keys LLC d/b/a The Bid Authority ("The Bid Authority," "we," "us"). "You" means the business or person purchasing the Service.

1.2 What the Service is. A human-reviewed analysis of one active government janitorial solicitation, delivered as a customized Solicitation Breakdown PDF. The report identifies requirements, pricing inputs, potential conflicts and risks, items requiring your decision, and submission details stated in the documents you provide, plus a Bid-Ready™ final review checklist.

1.3 Beta status. This is a limited beta offered to up to 10 customers. Features, format and process may change as we refine the Service. Beta pricing applies only to orders accepted during the beta.

1.4 Pre-check required. You must submit the free eligibility pre-check and receive our written approval before purchasing. Submitting a pre-check does not reserve a beta spot, create an order, or obligate either party. We may approve, request more information, or decline any pre-check at our discretion.

1.5 Eligible solicitations. One active government janitorial solicitation (federal, state, county, city or school district) that you are actively preparing to bid, with a complete package of up to 100 total pages and 10 documents, including addenda. Larger or unusually complex packages require a separate quote before payment.

1.6 Agreement and authority. By completing your purchase, you agree to these terms. If you purchase on behalf of a business, you confirm that you are authorized to accept these terms for that business.

2.1 Price. The beta price is $197 (USD), a one-time payment, due in full through the private payment link we send after approval. The payment link is for your approved solicitation only and may not be transferred.

2.2 Refund if we miss our deadline. If we accept your complete, eligible upload and do not deliver your Solicitation Breakdown within the turnaround in Section 3, you will receive a full refund on request.

2.3 Refund before work begins. If you request a refund before we begin reviewing your documents, or if we pause your order under Section 3.5 and you choose not to proceed, you will receive a full refund.

2.4 Refund if we cannot complete the order. If we determine after payment that we cannot perform the Service for your solicitation, we will refund you in full.

2.5 Incomplete upload. If you do not provide the complete solicitation document package and required intake information within 10 business days after payment, we may cancel your order and issue a full refund, provided substantive analysis has not begun. The three-business-day delivery period does not begin until payment and all required documents and intake information have been received and the submission is confirmed eligible.

2.6 No refund after work begins or after delivery, except as stated above or as required by law. Disagreement with the findings, a decision not to bid, or the outcome of a procurement is not a basis for a refund.

2.7 Chargebacks. Please contact support@thebidauthority.com before disputing a charge so we can resolve the issue directly.

3.1 Document intake. After payment, we send you a dedicated upload link. You must upload the complete solicitation package (the solicitation, scope of work, attachments, pricing forms and every addendum issued to date) and complete the required intake information. Our turnaround begins only when both are received complete.

3.2 Business day. Monday through Friday, excluding U.S. federal holidays. A complete upload received after 5:00 PM Eastern Time is treated as received on the next business day.

3.3 Turnaround. We deliver your Solicitation Breakdown by email within 3 business days after your complete, eligible upload is received.

3.4 Minimum lead time. The solicitation's response deadline must be at least 7 business days after your complete upload is received, measured to the actual bid due date and time in the agency's stated time zone. If it is not, the order does not qualify.

3.5 Pre-check accuracy. Eligibility is first determined from the information you provide in the pre-check. If your complete upload materially differs (for example, it exceeds the page or document limit, or the deadline is closer than stated), we will pause before beginning work and contact you to offer a revised scope and quote or a refund under Section 2.

3.6 Delays you cause. Time spent waiting on missing documents, intake answers or your replies does not count toward our turnaround.

3.7 Reviewed-through cutoff. Each report states the documents and addenda we reviewed and the date the review was completed. You are responsible for monitoring the official procurement source for any addenda, notices or changes issued after that cutoff.

4.1 Clarification round. You may submit one set of clarification questions within 7 calendar days after delivery. Clarification means explaining the findings in your report. It does not include rewriting the analysis, reviewing new or different documents, or preparing any part of your bid.

4.2 Beta addendum review. During the beta, if the agency issues an addendum within 5 calendar days after delivery, we will review one such addendum at no charge, provided it does not materially change the solicitation's scope or require substantial re-analysis. If it does, we will contact you before doing additional work, and any further review requires a new quote.

5.1 Not included. The Service does not include: setting your bid price; preparing, writing, completing or submitting your bid or any agency form; registering your business with SAM.gov or any vendor system; attending site visits, conferences or meetings; contacting the agency on your behalf; or legal, accounting, tax or procurement advice.

5.2 Not legal or professional advice. The Bid Authority is not a law firm, accounting firm or government procurement agency. The report is an informational review aid. The solicitation and its addenda always control.

5.3 No guarantees. We perform a careful human review, but we do not guarantee that every requirement, conflict or risk will be identified. We do not guarantee that your bid will be responsive, eligible, profitable or selected, or any other procurement outcome.

5.4 Your responsibilities. You are responsible for reading the official solicitation and all addenda, verifying every requirement and figure, making your own pricing and bid decisions, communicating with the agency only through its permitted channels, and the timely, complete submission of your bid.

5.5 Accurate information. You confirm that the documents and information you provide are complete and accurate to the best of your knowledge, and that you have the right to share them with us.

6.1 How documents are collected. Documents are collected through a dedicated Dropbox file-request link provided after payment. Each customer receives a separate upload destination, and access is limited to the people working on your Solicitation Breakdown.

6.2 Tools we use. We use secure third-party tools, including AI-assisted analysis tools, to help process your documents. A person reviews every breakdown before delivery.

6.3 How we use your documents. We use your documents and intake information only to prepare your requested analysis. We do not sell them, and we do not publish or share them for marketing purposes without your separate permission.

6.4 Retention. We remove uploaded solicitation documents from active storage 30 calendar days after delivery, subject to applicable legal and operational retention requirements. Backup and recovery copies, including those held by our service providers, may remain for a period under those providers' retention policies. We keep your order record, the delivered report and related correspondence for business, tax and dispute purposes.

6.5 Optional educational-use permission. If you separately check this option at intake, you allow us to use anonymized lessons, patterns or findings from your review in educational and marketing content. We will not disclose your business or personal information, agency or solicitation identifiers, pricing, or exact figures. This permission is optional and not a condition of purchase.

6.6 Optional testimonial permission. If you separately check this option at intake, you allow us to contact you after delivery to request feedback or a testimonial. Providing one is optional. Beta customers are also invited, but not required, to complete a short feedback survey.

7.1 Your documents. You keep all rights to the documents and information you provide.

7.2 Your report. We grant you a non-exclusive, non-transferable license to use your Solicitation Breakdown for your own business's bid preparation. You may share it within your company and with your advisors, but you may not resell, republish or distribute it. The Bid Authority keeps all rights in its methods, templates, checklists and formats.

7.3 Disclaimer of warranties. The Service is provided "as is" and "as available." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and accuracy.

7.4 Limitation of liability. To the fullest extent permitted by law, our total liability for any claim relating to the Service is limited to the amount you paid for it. We are not liable for indirect, incidental, special or consequential damages, including lost contracts, lost profits or bid rejection.

7.5 Delays beyond our control. If an event outside our reasonable control (such as a service outage, natural disaster or serious illness) prevents delivery on time, we will notify you promptly and either deliver as soon as reasonably possible with your agreement or refund your payment in full.

7.6 Notices. We communicate about your order, including approval, upload instructions and delivery, by email to the address you provide. You are responsible for keeping that address current and checking it, including spam folders.

7.7 Governing law. These terms are governed by the laws of the State of Texas.

7.8 Changes. We may update these terms for future orders. The version in effect when you pay applies to your order.

7.9 Severability and assignment. If any part of these terms is found unenforceable, the rest remains in effect. You may not transfer your order or these terms to someone else without our written consent.

7.10 Entire agreement. These terms, together with our Privacy Policy and website Terms & Conditions, are the full agreement for the Service. If these terms conflict with the website terms, these terms control for the Service.

7.11 Contact. support@thebidauthority.com