Suppliers 2. Invitations: Current Suppliers. Standard Bid Response. Continue to Navigation FYI. Trouble logging in?

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1 Invitations: Current Suppliers Registered suppliers will most likely receive invitations from event managers to participate in relevant events. Registered Suppliers may receive an invitation containing a link: Selecting the link will bring them to the Supplier Login page Enter and Password and select Login Suppliers can find out about events to participate in in three ways: Current Suppliers: Suppliers currently registered with UC will likely receive notices from Event Managers about new events and requesting their participation. New Suppliers: Event Managers may choose to manually invite non-registered suppliers to an event. The supplier receives an invitation requesting them to register and participate in the event. All Suppliers: Any supplier may view public events on the UC Public Bid website and participate directly. If any difficulties, select Trouble logging in? 5 After logging in you will be taken to the University of California s ubuy eprocurement site. From there you will be able to manage your bid submission process for all events you are connected with. 6 For additional details on the UC Public Bid Site, registering for the first time, and general site navigation, select the below link Continue to Navigation Page of 5

2 Event Navigation After logging in to the University of California Public Bid Site (ubuy), the event information is displayed. The event will most likely have prerequisites that need to be met before the full event details are available for viewing. If an event has been changed, the View Amendment link shows the specific changes Suppliers Q & A Board is used to ask questions to the Event Manger and receive responses. Generally, all questions asked and answered are visible to all suppliers on this bid. Event Status and other event related information in the blue bar Event Title and ID Supplier Response Status Intent to Bid status. Select the pencil icon to change. Bid Response Sections is where complete details of the event are provided and you can enter information related to your bid If the event has Prerequisites they will need to be reviewed and agreed to before submitting bids Select Proceed to Prerequisites to continue Event Summary information Bid Completion Indicator Green indicate the section is not missing required information. Gray indicates missing information required for bidding. A lock indicates that information is not viewable until prerequisites required to view the event have been reviewed and agreed to. Continue to Prerequisites Page of 5

3 Step Prerequisites Prerequisites must be reviewed and accepted to view event details and/or submit a bid. Select Proceed to Prerequisites to view the full details of the event Download any documents required for review by clicking the links The download icon signifies a document that can be downloaded If no download icon then a link to the document stored on the Internet Prerequisites Acceptance You can review and accept the event s prerequisites and decide later if you want to submit a bid. Prerequisites Types There are two types of prerequisites. A Lock Icon means the prerequisite must be accepted before viewing an event s details A Star Icon means the event details can be viewed but the prerequisite must be accepted before submitting a bid Select the I certify... check boxes to indicate acceptance of the prerequisites Select Save Progress when done Continue with Prerequisites Page of 5

4 Step Prerequisites (cont.) The final prerequisites step is to specify if you intend to bid on the event. You must set to Yes to be able to submit a bid for this event. Select Yes, I Intend to Bid to be able to submit a bid Selecting No Bid means you will not be able to submit a bid. You will be asked to provide an (optional) reason why you are not bidding. You can change your bid response at any time prior to the event closing by selecting the Pencil Icon Confirm your intent to bid, or not bid, and select Save Continue to Attachments Page of 5

5 Step Supplier Attachments Add any additional documentation that support your bid responses. Event Attachments displayed here Select Edit dropdown to Edit or Delete an attachment Select Supplier Attachments to view the setup Attachment Types there are two types of attachments. The icon to the left of the attachment name specifies which type. The Download icon signifies a document that was downloaded from a local computer The Link Icon signifies a link to a web page or file on the Internet Select Add New Attachment to search for a file or enter a link to attach Select Attachment Name to download the file or go to the linked Internet site Supplemental Information The University of California may elect not to review material outside of what is explicitly requested in the bid solicitation. Continue with Attachments Page 5 of 5

6 Step Supplier Attachments (cont.) Add any additional documentation that support your bid responses. This can either be a file loaded from your computer, or a URL hosted on the Internet. To add additional attachments select Add Attachments File Size Supplier attachments have a maximum file size limit of 50MB Select the Attachment Type to add to the event Select Upload to add a file File Attachment Enter a Title URL Attachment Enter a Title Enter URL 5 Select the Globe Icon to test the URL 5 6 Select Choose File to open a browser window and select the file Select Save Changes to add the file to the event 6 Select Save Changes to add the URL to the event Continue to Questions Page 6 of 5

7 Step Questions For many bids your responses to a buyer s questions will be central to their evaluation process. The number of questions and their focus will vary widely for each event. Questions are organized by Pages and Groups. It is up to the buyer to decide how to organize them best. This lets the buyer combine similar questions together. Example: Pages might be labeled Services or Furniture. Groups might be labeled Catering or Dorm Room Beds Page Group Question Question Question Group Question Question 5 Page Group Question 6 Question 7 Question 8 Select Export Questions to download questions to an Excel file for review and answering in spreadsheet format Questions - Save Often It is highly recommended that you save often. Any answers not saved will be lost! Buyer s Questions displayed here Select Questions to view the setup Select Save Progress often while answering questions Questions with an asterisk (*) Require a response Continue with Questions Page 7 of 5

8 Step Questions: Exporting Questions can be downloaded to an Excel spreadsheet for easier reviewing and distribution. The process is to first submit a request to the system for the questions to be downloaded. The system creates a new excel file containing the questions and loads it to the My Export and Imports section of the site. From there you can open the file and save it to your local computer for review and evaluation. Select Export Questions **Note: Detailed instructions of this process can be accessed by clicking Get Import Instructions Enter a short description of the file s contents under File Description Optionally select Yes if you want to receive an notification when the export file is available Detailed Instructions More detailed instructions on the questions export and import process is available by selecting Get Import Instructions from the Import Options dropdown. 5 Select Submit The downloaded file can be retrieved from the My Export and Import section of the site. See the next page for additional details. Continue with Questions Page 8 of 5

9 Step Questions: Exporting (cont.) Export files can be found under the My Export and Imports section of the site. Depending on how busy the system is, the file may show up here immediately or it may take a few minutes for it to be available. File Open Process The process to open the file will vary depending on the browser you are using and how it was configured for downloading files Downloaded File Retention Export files are kept for 5 days after they are generated. They are systematically removed after that time. To view the file select My Exports and Imports from the left hand navigation menu Select the file name to open and view the file Select Questions from the left hand navigation menu to return to the event s Questions screen Continue with Questions Page 9 of 5

10 Step Questions: Importing Once your responses have been entered in the exported spreadsheet, they can be imported back to the event s Questions page. Importing your responses will overwrite any responses previously entered on the Questions pages. Enter all responses in the exported spreadsheet and save the file to your desktop Select Import Responses from the Import Options dropdown menu Enter a short description of the file s contents under File Description Select Browse to select your response file to import Detailed Instructions More detailed instructions on the questions export and import process is available by selecting Get Import Instructions from the Import Options dropdown. 5 Select Submit.to import the file s responses 6 Select the refresh button on your browser to verify the responses successfully loaded Continue to Items Page 0 of 5

11 Step Items Items can be either products or services. This is what buyers are requesting you to submit bids on. Items can include either Products and/or Services Select the appropriate tab to display. Export & Import Similar to Questions, Items can be exported and imported with responses. The steps to import follow the same method as those of Questions on pages 8, 9, and 0. Select Items to view the details of what the buyers are requesting bids on List of Products or Services listed here Select Respond to Item to open a window displaying the full details of the item Items may have additional fields to be populated that do not show up on this summary page Select Save Progress to update the bid totals Star Icon means a Unit Price is required to submit a bid Unit Price and Delivery Dates/Days can be directly updated here Continue to Submit Page of 5

12 Step 5 Review and Submit Once all the aspects of the event are complete, the final step is to verify the information and submit. If all the required information has not been included, the system will not allow the bid to be submitted. Select Review & Submit to display this page Status Bar lets you know if required information is missing Progress Status is GREEN if all information in that section is complete Progress Status is GREY for any section missing information 5 Select each Section to review its setup and content, and provide any missing information 6 Verify that all of the information listed on your event is correct 7 Check the I certify checkbox 8 Select Submit Response to complete your bid and make it available for evaluation Continue to Q & A Board Page of 5

13 Question & Answer Board During the question submission period, you can submit questions about the event to the event owner. The event owner has the option of making the questions asked either public or private. Public questions and answers will be available for review by all suppliers bidding on the event. The identity of who asked the question is only visible to the event owner until it is published. Select Questions & Answers for this Event or Q & A Board from the Navigation Pane Select Public Q&A to view questions other suppliers have asked Select My Questions to view your questions Select Ask a Question to submit a question Questions and Responses displayed here Select Sort by to change the question display order Continue with Q & A Board Page of 5

14 Question & Answer Board (cont.) When Ask Question is selected, a Question window opens where you can ask and submit your question. When the event owner submits an answer, you are notified via . Enter a short Subject title for the question Enter the Question. Maximum question length is 5,000 characters Questions It is highly recommended that you ask questions right away, as the questions submission period will often close before the bid s Close Date. If you do miss the opportunity to ask a questions, review questions that others have submitted to see if you can find the answer you re looking for. Select Submit Question when done Receive an notification that your question has been answered Continue to Amendments Page of 5

15 Amendments Occasionally the buyer will make an adjustment to the event, triggering an notification of an amendment. The will be sent to all supplier contacts linked to that event. You will receive an notification of the amendment Note: If your company submitted a bid for this event prior to the amendment, you will need to log in, review the amendment, and resubmit your bid in order for it to be received by the University of California. Select the link to open the event When the bid event opens, select View amendment changes 5 Select View Different Amendment to review all amendments made Review what was amended. If appropriate, make any desired changes to your bid and resubmit. End of Supplier Series Page 5 of 5