These proposed Terms describe use of the BidXchange website, fictional demonstration and business workspace operated by BidXchange LLC. They are a draft for review and do not take effect merely because you view this draft.
1. The service and your agreement
In these Terms, “BidXchange,” “we” and “us” mean BidXchange LLC, located in Redlands, California 92373, United States. “You” means the person using the service and, when that person is authorized to accept terms for an organization, that organization.
You must be at least 18 and authorized to access the organization and information you use. Once these Terms are finalized and presented for acceptance, access is subject to the accepted Terms and any applicable written customer agreement. A separate signed agreement controls an inconsistency concerning the services it covers. Publication of this draft is not recorded acceptance.
2. What BidXchange provides
BidXchange organizes company evidence, solicitation requirements, assigned work, human bid decisions, response drafts and review/submission records. Features may depend on your role, organization activation, service availability and usage limits. Demonstration companies, scores and opportunities are fictional and do not assess a real company or contract.
The service is independent of government agencies and procurement portals. It does not guarantee complete source coverage, legal eligibility, responsiveness, profitability, awards or revenue. Current opportunity intake is manual; implemented connector code does not establish live coverage. Private file uploads are not currently enabled.
3. Your team remains responsible for bids
Your authorized team must read the official notice and amendments, identify all requirements, verify company facts, assess eligibility, prepare pricing and technical content, obtain required signatures and approvals, and meet the buyer’s submission instructions and deadline. The issuing agency’s official requirements control.
Working PDF and Word exports, AI outlines, readiness counts and evidence-review labels are review aids. They are not completed legal certifications, electronic signatures or authorization to make a commitment. A saved approval records a human action against a version; it does not replace that person’s authority or responsibility.
BidXchange does not automatically submit bids. Your team performs portal delivery and records the outcome. Submission records and file hashes do not independently prove buyer receipt, retrieve external files or establish the legal effect of a signature. Keep official receipts and the final delivered files in your authorized records.
4. Accounts and organization access
Use accurate business information and protect your email account, sign-in links, sessions and devices. Do not share credentials or access another organization without permission. Notify us of suspected account misuse.
Organization administrators manage membership and permissions. Your organization is responsible for granting appropriate roles, removing access when no longer needed and reviewing visibility before entering company or third-party information. Losing membership can end your access without deleting organization-owned records or audit history.
5. Your information and permitted processing
As between you and BidXchange, you retain your rights in the information and materials you provide. You represent that you have the authority and permissions needed to enter that information, use it in the service and request its processing, including information about personnel, customers and references.
You grant BidXchange a limited permission to host, store, reproduce, transmit, format and otherwise process your content as needed to provide, secure and support the requested service, including processing through its service providers. This is not permission to advertise with your company records or publish them to the general public. Processing and sharing are described in the Privacy Policy.
You control exports and sharing outside the service. Changes made in a downloaded Word file do not automatically update the saved application draft. Review imported, copied and automatically populated information before use. Restricted or unverified records may be omitted, and legacy identity records may require structured mapping and renewed verification.
6. AI assistance
AI can produce incomplete, outdated or incorrect results. Independently verify consequential statements, citations, calculations and drafts. The assistant is not a lawyer, accountant, insurer, surety, procurement official or other professional adviser.
AI questions are processed by an external provider. Workspace records mode can use authorized records; General mode and the public demo do not automatically attach private company records. Anything you type in a prompt can still be sent to that provider. Do not submit information you are not permitted to disclose.
AI cannot verify qualifications, approve pricing, authorize submission or submit a bid. An explicit outline command may invoke the application’s authorized draft-creation workflow; it does not make the resulting document complete or approved. Outputs may not be unique, and we do not guarantee that any output is free of third-party rights.
7. Acceptable use
You must not:
Use the service unlawfully, impersonate another person, forge evidence or misrepresent a verification, approval or submission.
Bypass authentication, organization boundaries, security controls or usage limits; interfere with the service; introduce malware; or conduct unauthorized security testing.
Enter content that violates another person’s confidentiality, privacy or intellectual-property rights, or use the service to send abusive or unlawful material.
Upload or enter classified information, controlled unclassified information, protected health information or other specially regulated content requiring controls not expressly agreed in writing. Do not enter passwords, full tax identifiers or bank-account details.
Present demo results or AI output as an official government determination or as evidence of an award, qualification or authorization that has not occurred.
8. BidXchange materials and feedback
BidXchange and its licensors retain their rights in the software, design, branding and service materials, subject to applicable third-party and open-source licenses. You receive permission to use the service for your authorized business purposes during permitted access; no ownership of the platform is transferred.
You may provide voluntary feedback. We may use nonconfidential suggestions to improve the service without an obligation to compensate you. This does not grant permission to use private workspace content as public marketing material.
9. Plans, fees and pilot services
Published plan pricing and managed-service scope are being developed. A demo request or email inquiry does not create a paid subscription, automatic renewal or obligation to purchase. Fees, taxes, payment terms, renewals, cancellation and any managed support must be agreed separately before paid service begins.
Pilot access may be limited or changed. Unless a separate written agreement says otherwise, no specific feature delivery date, uptime commitment, response time, procurement-source coverage or managed bid service is promised.
10. Changes, suspension and ending access
We may maintain or change features, impose reasonable usage limits, or suspend access when needed to address security, misuse, legal requirements or a material breach. We will provide notice when reasonably practicable and appropriate; urgent protective action may occur first.
You may stop using the service and contact us or your organization administrator about ending access and requesting your information. Retention and deletion are governed by the Privacy Policy, applicable law and any written customer agreement. Ending access is not an immediate erasure of audit, approval or submission history. Keep copies of documents and official receipts your organization needs.
11. Disclaimers
To the extent permitted by applicable law and except for commitments in a separate written agreement, the service is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose and noninfringement. We do not warrant uninterrupted or error-free operation, complete data, or the outcome of a bid.
Nothing in these Terms excludes a warranty, right or remedy that applicable law does not permit us to exclude. Use qualified professional advice where your situation requires it.
12. Limits of liability
To the extent permitted by law, neither party is liable to the other for indirect, incidental, special, consequential or punitive damages, or lost profits, revenue or anticipated awards, arising from use of the service.
Unless a separate written agreement provides otherwise, BidXchange’s total liability arising from the service is limited to the greater of US $100 or the amount you paid BidXchange for the affected service in the twelve months before the event giving rise to the claim. These limits do not exclude liability for fraud, willful misconduct, gross negligence or liability that applicable law does not allow to be limited.
13. Applicable law and disputes
Subject to any mandatory law protecting you and any separate written agreement, California law governs these Terms without applying its conflict-of-law rules. Disputes may be brought in state or federal courts with jurisdiction serving San Bernardino County, California, subject to any nonwaivable venue rights.
Please first contact mrodriguez@oaisinc.com so we can try to resolve an issue informally. This request does not prevent seeking urgent relief, using available small-claims procedures, reporting an issue to an authority or exercising a nonwaivable right. These Terms do not impose mandatory arbitration or a class-action waiver.
14. Changes, general terms and contact
Final published Terms will identify their effective date. We will communicate material changes through the service or another appropriate channel and obtain acceptance where required. Changes do not retroactively remove accrued rights or override a signed customer agreement.
If a provision cannot be enforced, the remaining provisions continue to the extent permitted by law. A failure to enforce a provision is not a waiver. These Terms and any applicable written agreement address service use; the Privacy Policy separately explains information handling.
Contact: Manuel Rodriguez, BidXchange LLC, Redlands, California 92373, United States; mrodriguez@oaisinc.com. Contact us by email to arrange postal correspondence.