BuySpeed Online (BSO) Bid Submittal Guide

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1 BuySpeed Online (BSO) Bid Submittal Guide BuySpeed Online (BSO) Support Contact for assistance. Updated: May 3, 2013

2 Welcome to BuySpeed Online (BSO), HRSD s e-procurement System! The following will provide step-by-step instructions on submitting an online quote via BSO. Prior to bid submittal, your company must be registered as a vendor within BSO. For detailed instructions on how to register with BSO, please visit: n.pdf Once you have obtained a login ID and password, proceed to the BSO login page at:

3 Once you ve reached the BSO login screen, please enter your Login ID and Password, then select the Login button:

4 You will be taken to the Control Center once successfully logged into BSO: The Control Center allows you to: view news and information view open and closed bids view purchase orders that have been issued to your company which have not yet been acknowledged submit online quotes

5 Select the Bids tab from the Control Center to view Open and Closed bids:

6 To view the bid solicitation, click on the bid number: Once you select the bid number, you will be prompted to acknowledge this bid. Selecting Yes to the query ensures that the Procurement Division is aware of your interest in this Bid should they publish an addendum in the future. Selecting No will still allow you to view the bid details, but will not prompt HRSD to send you updates should they arise.

7 Selecting the bid number will take you to a summary page of the bid. At the bottom of the screen, you will be given the following options: If you are interested in printing out a hard copy of the solicitation, select Print Page. If, after reviewing the summary, you are interested in submitting a quote for this solicitation, select Create Quote. You may also choose to submit a quote by selecting the Create Quote link under Open Bids from the Control Center:

8 After you select the option to create a quote, you will be provided a blank quote screen:

9 Enter the requested information on the main screen: including the shipping, freight, and payment terms; promised date; contact information; and any additional comments. Once this has been entered, select Save & Continue : TABS Once you ve selected Save & Continue, a Quote# will be established and provided in the top left corner. Each time you click Save and Continue, the information on that page will be saved, but you will remain on the same page. You must click on the tabs to navigate to a different section of the quote. Please IGNORE the error message that says Terms and Conditions have not been acknowledged, on the first page.

10 Select the items tab to enter your pricing. Enter the unit cost for each line item in the Unit Cost field. If the entire line item description is not visible select view details. Do NOT use commas or dollar signs ($). If you re unable to bid on a particular item, please select the box for No Bid on the right. If you will not be charging for a particular line item (such as freight), please select the box for No Charge in the far right column.

11 Do NOT enter information on the Notes sub-tab as it is only visible to you and not the purchaser and will not be considered for evaluation. If you desire to include additional information about a line item, enter it in the Alternate Description box under that line item. Once pricing information is entered, please select Save & Continue.

12 The Questions tab will provide you with any specific questions that directly relate to this particular bid: The Subcontractors tab is not currently used by HRSD.

13 The Notes tab allows the vendor to enter any useful information pertaining to your quote. Please note that this is for your use only, and is not viewable by HRSD.

14 The Terms & Conditions tab includes attachments of any supplemental terms and conditions for the solicitation for which you are submitting a quote. Select one of the three options for whether or not you accept the terms and conditions for this bid, then select Save & Continue. Please note that your quote cannot be processed if this is left unanswered.

15 The Attachments tab allows the vendor to include any additional documents they would like included with their quote, such as a copy of specifications or their company s quote form. To add an attachment, select Add Attachment and browse to the appropriate location on your personal computer.

16 The final tab is the Summary tab, which displays an overview of the quote you ll be submitting:

17 Note that the Summary tab provides you with three options at the bottom of your screen: To view a printable PDF version of your quote, select Print. If you wish to submit your quote, select Submit Quote. If you wish to cancel the quote you ve created, select Cancel Quote. If Submit Quote or Cancel Quote are selected, you ll be prompted to confirm your choice:

18 After your quote is submitted, you will be returned to the Summary tab. Notice that you have two options at the bottom of your screen, to Print your quote, or to Withdraw Quote.

19 Select Home from the top left corner of your screen to return back to the Control Center: You will be returned to the Home tab. If you wish to view quotes submitted through BSO, select the Quotes tab from the Control Center. To view the quotes in a submitted status, select the Submitted sub-tab under Quotes. In order to view the quote itself, select the link for the Quote#, and you will be taken to the Summary tab of that quote.

20 Congratulations! You have successfully submitted a quote through BuySpeed Online (BSO), HRSD s e-procurement System. Should you have any questions regarding online submittal of a quote, please contact BSOHelpdesk@hrsd.com. If you have any questions directly related to a bid, please refer to the contact information listed on the solicitation. Thank you for your interest in doing business with HRSD!

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