CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Bidding. Vendor Portal Instructions Central Susquehanna Intermediate Unit, USA

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Bidding Vendor Portal Instructions 2013 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Technical Needs... 2 Vendor Access... 2 General Information Tab... 3 District Information... 3 Current Bids... 4 Vendor Portal Instructions... 4 District Instructions... 5 Online Bids Tab... 6 Current Bids... 6 Bid Entry... 6 Review and Submission Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION Welcome to the Vendor Portal software feature. The Vendor Portal allows your company to submit bids to the School District via the Internet. Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 1

6 TECHNICAL NEEDS When using the Vendor Portal, you will need to use internet explorer as your web browser and if using Internet Explorer 10 or 11 you will have to enable the compatibility view, otherwise you information will not be saved. To update IE10 you need to go to Tools, F12 developer tools, Browser Mode and then select IE10 compatibility view. To update IE11 you need to go to Tools, compatibility view settings, select the icon that looks like a computer or Ctrl + 8 and add the vendor portal website. Other browsers will allow entering the information but will not save to Bidding. Also, keep in mind when entering your bid information, the submission date/time is collected from the School District server NOT from your own computer. VENDOR ACCESS The first time you log in to the Vendor Portal, enter your Log-In Name assigned by the district. Enter the same code in the Password field; then click the Log In button. On your FIRST visit to the Vendor Portal, you will be redirected to the MY ACCOUNT page. Enter the required information. Revised: 04/25/ Central Susquehanna Intermediate Unit, USA Page 2

7 1. Change or reenter your Password. 2. Enter an address for the contact at your company who will receive an message to notify your company that the school district received your submitted bid. 3. Enter your Mother's Maiden Name, which will be used to verify your Login in the event you forget your Password. 4. Click the Save button. After you save, and on subsequent visits to the Vendor Portal, you will see a list of current bid items. Although, at this point, you are not automatically redirected to the MY ACCOUNT page, you can still access it through a link in the upper right corner of the main Vendor Portal screen. General Information Tab The GENERAL INFORMATION tab displays DISTRICT INFORMATION, CURRENT BIDS, and INSTRUCTIONS sub tabs. District Information The DISTRICT INFORMATION page lists the person at the district to whom you should direct questions. The contact phone number is listed here, as is the contact's address. You can click the link to prepare and send an message to the district contact. Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 3

8 Current Bids The CURRENT BIDS page lists each bid Category with its Bid Due Date, Bid Due Time, Bid Open Date and Time, Bid Award Date, and Fiscal Year. Vendor Portal Instructions Click the VENDOR PORTAL INSTRUCTIONS tab to access these instructions for using the Vendor Portal. Revised: 04/25/ Central Susquehanna Intermediate Unit, USA Page 4

9 District Instructions Select the DISTRICT INSTRUCTIONS sub tab to access the district's Non-Collusion Affidavit and any General Instructions for Bidders. Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 5

10 Online Bids Tab Click the ONLINE BIDS tab to access the CURRENT BIDS, BID ENTRY, and REVIEW AND SUBMISSION sub tabs. Current Bids The CURRENT BIDS sub tab lists the bids in which you can participate. The Status column indicates whether the bid is still 'Open', if you've already 'Submitted' a bid (and the date it was submitted), or that the Due Date has passed (and the bid is now 'Closed'). Bid Entry When you are ready to enter bid information, click the BID ENTRY sub tab. To filter the category of bid items that display, select a bid Category and Sub Category from the drop down list boxes. Enter a Reference Number, if applicable. You can use the Item Number and Search button to locate a particular item. Otherwise, ALL items on which you can bid are listed. Revised: 04/25/ Central Susquehanna Intermediate Unit, USA Page 6

11 After you have selected a bid Category and Sub Category, the system displays a list of items in that category along with bid entry fields. Prior to entering your bid information, you can click the Print Worksheet button to generate a printable version of the list of items displayed on the BID ENTRY page(s). Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 7

12 Enter your Bid Price, Order Number, and Brand Name, if applicable. The information is saved automatically, indicated by the word 'saved' in the message column. If you are not bidding on an item do not enter any information, just leave the box blank. Revised: 04/25/ Central Susquehanna Intermediate Unit, USA Page 8

13 To enter more than one bid for an item, double-click the + symbol. Item information is duplicated so you can enter another bid for that item. If you need to delete information you have entered, select the DEL checkbox option for that item. Information you have entered for that item will be removed. NOTE: It is very important to pay close attention to how the items have their INVENTORY AND DELIVERY UNITS OF MEASURE listed. If the unit of measure you can supply is different from the listed unit of measure, select the Alternate checkbox option to provide an alternate bid and enter the inventory and delivery units of measure that you can supply. The Notes field then displays. You can enter Notes to provide additional information regarding the alternate. After you have entered all your bid information, click the REVIEW AND SUBMISSION sub tab. Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 9

14 Review and Submission Click the REVIEW AND SUBMISSION sub tab to access the bid information you entered. Select the Category from the drop down list box, and those bids you entered will display for your review. On this page, you can click the Print Bid button to generate a printable report of your bid information. Use your web browser's print command to print the report for your records. If you are ready to submit your bid, click the Submit Bid button. A message displays to confirm the intent to submit your bids. Read the statements, and if you are ready to submit your bids, click the OK button to continue with your bid submission. Otherwise, click the Cancel button to review/change information, as necessary. Revised: 04/25/ Central Susquehanna Intermediate Unit, USA Page 10

15 NOTE: After you have submitted your bid, the system will not allow you to make any changes. If the bid due date has not yet passed, and you find that you need to make changes, call or send an message to the district contact and ask him/her to retract your bid. Then, you will be able to make changes and resubmit your bid. The bid information you have entered cannot be viewed by the district until after the Bid Deadline Date and Time has been met. After you submit your bids, you will receive an message acknowledging the submission of the bid. The bid entry process is complete! Revised: 04/24/ Central Susquehanna Intermediate Unit, USA Page 11