Vendor/Seller: How to Access & Respond to a Bid Solicitation

Transcription

1 Vendor/Seller: How to Access & Respond to a Bid Solicitation

2 Table of Contents How to Access a Bid Solicitation with ebuyone Login... 3 How to Access a Bid Solicitation without ebuyone Login... 7 How to View the Q&A Tab of a Bid Solicitation... 9 How to Submit a Question in the Q&A Tab How to Submit a Response (Quote) to a Bid Solicitation How to Access a Working Quote How to Withdrawal a Submitted Quote How to Print a Submitted Quote P age

3 Accessing and Responding to a Bid Solicitation The steps below guide vendors/sellers on how to access and respond to bid opportunities in ebuyone, including: How to access a bid solicitation with ebuyone login How to access a bid solicitation without ebuyone login How to view the Questions & Answers (Q&A) tab of a bid solicitation How to submit a question in the Q&A tab of a bid solicitation How to submit a response (quote) to a bid solicitation How to access a working quote How to withdraw a submitted quote How to print a quote Navigate to ebuyone is accessible using a supported web browser browser on a device with an internet connection. To register as a vendor, navigate to by typing the URL into the Internet browser: How to Access a Bid Solicitation with ebuyone Login 1. From the ebuyone introduction page, click Sign in. 3 P age

4 2. Enter your Login ID and Password: 3. Click on your profile icon. 4. Click the Seller dropdown: 5. Click on the Bids tab: 4 P age

5 6. From the Bids tab, scroll down to the Open Bids section. NOTE: The open bids section lists all the bid solicitations currently available for vendors/sellers to respond to in ebuyone. 7. Select the bid opportunity you want to view by clicking on the Bid #: 5 P age

6 8. You will automatically navigate to the Bid Solicitation overview page, where you can view the details of the bid solicitation to determine if this is a bid you want to respond to. 9. Ensure you click on, view and/or download all documents in the File Attachments section for Bid Terms & Conditions, Required Forms and/or any additional/special instructions. 10. To respond to a bid solicitation (Submit a Quote), see page 11, How to Submit a Response (Quote) to a Bid Solicitation. 6 P age

7 How to Access a Bid Solicitation without ebuyone Login From the ebuyone introduction page, 1. Click Open Bids 2. You will be navigated to the Open Bids page that lists all current bid solicitation opportunities in ebuyone. 3. Click on the Bid # you want to access: 4. You will be prompted to the following Acknowledge Receipt and View Solicitation statement. 5. Click Proceed. 7 P age

8 6. You will automatically navigate to the Bid Solicitation overview page, where you can view the details of the bid solicitation to determine if this is a bid you want to respond (submit a quote) to. 7. Ensure you click on, view and/or download all documents in the File Attachments section for Bid Terms & Conditions, Required Forms and/or any additional/special instructions. 8. You can then click Exit. 9. To submit a response to the bid opportunity you must login to ebuyone, see How to Access a Bid Solicitation with ebuyone Login beginning on page 3, and How to Submit a Response (Quote) to a Bid Solicitation beginning on page If you need to register and create an ebuyone account, go to and access the Vendor Registration Guide. 8 P age

9 How to View the Questions & Answers (Q&A) Tab of a Bid Solicitation 1. Follow the steps under How to Access a Bid Solicitation with ebuyone Login, pages From the Bid Solicitation overview page, click Bid Q&A: 3. To add You are able to view the questions and answers posted for this bid solicitation. 4. Click Cancel & Exit to return to the Bid Solicitation overview page. 9 P age

10 How to Submit a Question in the Q&A Tab 1. Follow steps 1 3 on page 9, under How to View the Questions & Answers (Q&A) Tab of a Bid Solicitation, ensuring the Deadline to Submit Questions has not passed. 2. Under the Add new questions section, you can submit your question(s) up to 2,000 characters each. You can add a Question Subject in the text box, however it is not required. 3. When you are finished entering your question(s), click Save & Exit. 4. You will be navigated back to the Seller homepage: 10 P age

11 How to Submit a Response (Quote) to a Bid Solicitation 1. Follow the steps under How to Access a Bid Solicitation with ebuyone Login, pages From the Bid Solicitation overview page, click Create Quote at the bottom of the page: 3. You will be navigated to the General tab of the New Quote page. 4. Click Save & Continue. 11 P age

12 5. Your response (quote) will be assigned a Quote #. 6. Complete the text fields in the General tab, required information is noted with an asterisk (*). 7. Click Save & Continue. NOTE: You will see red and yellow Quote Validation Warnings, these warnings will remain until you have completed the required information and submitted your Quote. 8. Click on the Items tab. 9. Each item listed is automatically defaulted to No Bid until you enter the information for each item. 10. Click on the Item #. NOTE: The Items tab contains the items specifications, and will vary greatly depending on the bid solicitation and procurement method. Refer to the bid Terms & Conditions. 12 P age

13 11. Once the Item # has expanded, you can view the entire item specification, including the item description, estimated quantity, and unit of measure (UOM). 12. For the item you can then: Enter a Unit Cost Enter a % Discount Enter a Freight charge (check the bid Terms & Conditions, as this may be a deviation) Check No Bid Check No Charge 13. Some items may have required fields noted with an asterisk (*). 14. Enter the required data and click Save & Exit. 15. Continue these steps for each Item #. 13 P age

14 16. From the Items tab, you can enter an Alternate Description, if applicable. 17. To enlarge the Alternate Description text box, click and drag the bottom right corner of the text box. 18. Click Save & Continue when you have completed entering the data in the Items tab. 19. Click on the Questions tab. 20. You may be required to answer questions and/or some may be optional. 21. Enter your responses in the data fields and click Save & Continue. 14 P age

15 22. Click on the Notes tab. 23. The notes tab allows you to enter internal notes, viewable only to your company s ebuyone users. NOTE: This is not a required tab or field. 24. Click on the Terms & Conditions tab. 25. Download all the attached files, this is where you will find the bid Terms & Conditions, Required Forms and/or any additional/special instructions. 26. You must answer the question: Do you accept the terms and conditions of the bid? by clicking Yes, Yes with exceptions or No. If you select Yes with exceptions or No you are required to note the exceptions in the text box. 27. Click Save & Continue. NOTE: If you are submitting a bid with exceptions, you may also be required to complete a Deviations Form, see the bid Terms & Conditions. 15 P age

16 28. Click on the Attachments tab. This is where you upload the required documents specified in the bid solicitation. 29. Click on Add File. 30. Click on Choose File. 31. Locate the file you want to upload, and double click on it with your mouse. 16 P age

17 32. The file Name will display as it is named in your computer. 33. You may add a Description to the file, this is not required. 34. Click Save & Exit. 35. Continue these steps until you have uploaded all the files. 36. Ensure all the Files are upload correctly. 37. Click Save & Continue. NOTE: Check the Confidential box for applicable documents, specify the Order of the files, and Delete files, as needed. 17 P age

18 38. Click on the Summary tab. 39. You are able to view a summary of your entire bid solicitation response (quote). 40. Once you are certain it is correct and complete, click Submit Quote. 41. You will receive the following validation question, if you are sure you want to submit the quote, click OK. 42. Your quote is now in Submitted Status. 18 P age

19 How to Access a Working Quote If you starting working on a bid solicitation response (quote), and need to complete/submit it, follow the steps noted below. 1. Login in to ebuyone. 2. Ensure you are in your Seller role. 3. Under your ebuyone profile icon, click on the Documents link. 4. Select Quotes. 5. Select Formal Quotes Working. 6. All of your Working Quotes will display. 7. Click the Quote # you want to finish. 8. You will be prompted to the following Acknowledgement Statement. 9. Click Yes. 19 P age

20 10. The Quote Validation Errors at the top of the page will guide you to what is pending. 11. Refer to How to Submit a Response (Quote) to a Bid Solicitation on pages How to Withdraw a Submitted Quote If you starting working on a bid solicitation response (quote), and need to complete/submit it, follow the steps noted below. 1. Login in to ebuyone. 2. Ensure you are in your Seller role. 3. Under your ebuyone profile icon, click on the Documents link. 4. Select Quotes. 5. Select Formal Quotes Submitted. 20 P age

21 6. All of your Submitted Quotes will display. 7. Click the Quote # you want to access. 8. You will be navigated to the General tab of the Submitted Quote. 9. Click on the Summary tab of the Submitted Quote. 10. Click Withdraw Quote at the bottom of the page. NOTE: You are only able to withdraw the quote if the Bid Opening Date has not passed. 21 P age

22 11. You will receive the following validation question, if you are sure you want to submit the quote, click OK. 12. From the Summary tab, click Reopen Quote at the bottom of the page. NOTE: you will have a Validation Warning at the top of the page that states: Your quote has been withdrawn. 22 P age

23 13. You can then either select Cancel Quote, or click on the Quote tabs to revise your bid solicitation response (quote), and when you are done, navigate back to the Summary tab and click Submit Quote. How to Print a Submitted Quote After you have submitted your quote, you will not be able to use the Print button at the bottom of the page until after the Bid Opening Date has passed. 1. Login in to ebuyone. 2. Ensure you are in your Seller role. 3. Under your ebuyone profile icon, click on the Documents link. 4. Select Quotes. 5. Select Formal Quotes Submitted. 23 P age

24 6. All of your Submitted Quotes will display. 7. Click the Quote # you want to access. 8. You will be navigated to the General tab of the Quote. 9. Click on the Summary tab. 10. Click on the Print button at the bottom of the Summary tab. 24 P age

25 11. This will allow you to print your Quote Submission in the following format: 12. To print a copy of your Quote before the Bid Opening Date, navigate to the Summary tab of your Submitted Quote, using your keyboard press CTRL P, or using your computer mouse, right click and select Print. For additional ebuyone resources visit If you have questions, please contact us at ebuyone@esc1.net. 25 P age