1-DES Online Bidding Vendor Submission Instructions.pdf

Vendor Online Bidding

Submission Instructions

Accessing the Opportunity

Navigating the Opportunity

Project Details & Important Events

Commodity Codes

Supporting Documentation

Requested Information

Interested Subcontractors

Messages

Uploading Your Submission

Submit & Finalize

Resubmit

Accessing the Opportunity

Log into your EUNA Supplier Network Vendor account to access the opportunity and begin preparing your submission.

-https://vendor.bonfirehub.com

Click the Log In tab or the Log in/Register button.

If this is your first time, select Register. A popup window opens “Register as a Vendor” fill in information about your company contact then hit the Create Account option for setup. You will get message says Success click the link X Back to Login to access DES page.

Next screen takes you to login using email if you haven’t set up password, click the Forgot Password, a new screen to Recover account click Submit button. An email will be sent to setup a new Password. The email will say Recover access to Bonfire account.

Open the email click the link to Finish Registration. Next email sent will say Bonfire Account created – click the Blue link to Complete Your Registration. You will receive a Recovery code link that will allow you to complete registering.

If you have not accessed prior, then you will need to setup company profile and click on button below to Create Company a new window opens. Complete form with Business Details hit button Save and Next to proceed:

Select the choice for bidding as Free OR also Subscribe & final Sales Territory -add to cart* View Summary* is shown hit Save-Next button:

Final Step- Add Keywords-about business- Add button & also the select Commodity codes for location- hit Go to Dashboard

Click the Login link to login to EUNA Supplier Network Portal.

From the Bid opportunities at top, select on the Agency Explorer, locate for DES bids the public entity DES -Washington State Enterprise Services button

A new window will open to complete the registration to view opportunities in online Web Form:

Enter Contractor Commodity codes:

Finally hit button to complete Registration

A popup window opens with a message that requirement to register your Vendor account is complete – Hit button to continue to Bonfire

Click on View Opportunity for the project you are looking to bid on. Public projects will appear under Open Public Opportunities.

Navigating the Opportunity

Now that you have access to the opportunity, review the Project Details to get the full scope of the project. The Project Details outlines important information such as deadlines, downloadable documents, and mandatory information needed to complete your submission.

Project Details & Important Events

Here you will see key info such as the project's Open Date, the Questions Due Date (if the Organization is accepting questions via EUNA Supplier Network's Opportunity Q&A feature), and the project Closing Date.

Deadlines and additional events (if applicable) will fall under Important Events in Project Bid Opportunity

Date when project bid goes live | Project Bid Walkthrough | Deadline to Submit Questions | Bid Close Date | Virtual Bid Opening

Commodity Codes This section displays the commodity codes that are associated with this opportunity.

Supporting Documentation

Downloadable documents provided by DES are available under Supporting Documentation. This section can include pertinent information for the corresponding bid, such as the advertisement, plans and specs, bidding terms and conditions, and so on. To download any documents, simply click on Download in the far-right column or click Download All Files to download all available documents at once.

Requested Information

This section outlines the documents you will need to upload as part of your bid package, the corresponding file type, and number of files you are permitted to submit. If the project requires Compliance Form, you can download the templates under this section.

Interested Subcontractors The Interested Subcontractors section displays any subcontractors that have indicated in EUNA Supplier Network that they are interested in bidding on this project.

The subcontractors would view the opportunity from the DES Procurement Portal page, scroll down to the end of the screen, click on the Interest in Subcontracting tab, and then enter the offered services.

Messages

The Messages sections include communication tools that allow DES and Vendors to communicate directly in EUNA Supplier Network. The Public Notices tab acts as a bulletin board where DES can issue changes or new information about the project. If there are numerous public notices, you can use the Search bar to search for keywords and filter down your results.

If the project has enabled the Vendor Discussions feature, this is where you can directly message the Project Owner up until the Questions Due Date. You can begin a new conversation by clicking the Start a new Vendor Discussions button. Important: Carefully read over your message before sending it as there is no way to delete the message once it’s sent.

Uploading Your Submission

To begin uploading your submission, navigate to the Submissions section (which you will find at the bottom of the page). Click on Prepare Your Submission to begin the upload process.

This will direct you to the Complete Your Submission page. You will see the current time, the closing time, and a numeric value for days remaining. You will also see your information below, which you can change at any time by clicking Edit Contact Info.

If you are unable to complete your submission in one session, after you log back into EUNA Procurement the system will take you to the Procurement Portal. Click on the Submission tab to find your current submission.

Then click Actions and then View to access and complete your submission.

Step 1: Provide Submission Information

Upload your files for the corresponding Requested Document by clicking Upload File. Ensure that you have the correct file type and template (if applicable).

Bid Form

For the Bid Form in the Pricing section, complete the Price column on the form and then click Confirm Bid Table once all information has been entered.

Compliance Form

You can download Compliance Form template and save it your computer at this stage by clicking on the download icon.

Complete the information, and then when uploading a Compliance Form, ensure that your file matches the most up-to-date template provided by the DES, which should be the one you just downloaded.

NOTE: Uploading an incorrect template will result in errors and will prevent you from completing your submission.

Click ‘Enable Editing’ on the Compliance Form spreadsheet.

Be sure to read the instructions tab thoroughly before completing the Compliance Form.

Bidder Compliance Form Tab information:

The Summary Tab to the right of Instruction tab, will show total amount of questions and progress of completed Bidder questionnaire.

You can view update-progress after you have filled in Tab 1 &2.

Bidder Compliance Form first Tab(1) next to Summary Tab, are the Compliance set of questions that must be answered in order to complete the Bidder questionnaire.

Click in the Response cell of questionnaire Blank spot to complete:

NOTE there will be an arrow(right side of cell), Click the choice of either I agree, or I disagree with corresponding question.

There is Comment field to right that you may enter a comment for your answer.

As you complete each of the question sets there is a box on the Far Right “STATUS” is it is completed this will change from Incomplete-RED to Complete Green.

Bidder Compliance Form second Tab (2) this is where all the Bidder Information Name, Address, Contact etc. should be completed by Bidder.

NOTE - If a Requested Information slot is denoted by Data Type, fill in the information according to the corresponding Data Type

(ex. Numeric, Text, True/False, and/or Yes/No) and then click

Save.

Once you have uploaded all your documents and inputted your information successfully, you will receive green validation circles (found to the left of each Requested Information). If you still receive red validation circles, please review the corresponding error messages, and update your information accordingly. Below is example of the end results when both Tabs 1 &2 have been completed in Summary tab

If you need to replace an uploaded document, simply click the trashcan icon in the file that you need to replace:

You can then upload the correct file in the appropriate upload slot.

NOTE: Prior to Submitting and Finalizing your bid, please verify that you have completed all the required Bid Documents prior to submitting online in EUNA Supplier Network.

• Have you downloaded all the Bid Forms, Bidder Compliance Form and completed filling out?

• Did you complete the Wage Theft form.

• NEW -If your bid is above 1M have you uploaded FORM A with bidding documents?

• Have you provided either a Bid Bond for the Project or provide a Cashier check?

o Either the BID BOND or Cashier Check will need to be shown electronically at time the Bid is being submitted electronically in EUNA Supplier Network.

More information regarding Bidding Terms can be found within the Project Bid Specifications in the Instruction to Bidders section 0.02 “Bid Guarantee.”

Submit & Finalize

Check mark "I understand that I can't change any of the submission details or documents once the project closes." and click on Submit & Finalize My Submission.

Submission Receipt

Upon completion, you will be directed to your Submission Receipt. This provides a comprehensive breakdown of all the information from your submission (a Submission Receipt will be sent to your email as well). This is where you can download a copy of all your submission files. If you did not receive this email, you can click Send Email at the bottom of the page to have it re-sent.

By scrolling down, you will see several options on this page. You are given the option to Return to Portal Listing, and view more bid opportunities; Provide Feedback to EUNA Supplier Network Support regarding your submission experience, or revise your submission to go back and make changes.

https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-

Resubmit or Un-submit Submission

If you've finalized a submission and would like to change the files you've uploaded, you may do so if the project deadline has not passed using the following instructions:

1. Make sure you are logged in using your email and password. If you're not, you can click on the Log In /Register link in the top right corner of the Portal).

2. Once logged in, click on the Submissions link at the top of the page.

3) Once you're on the Submissions page, click on the Completed tab. Next to the submission that you would like to un-submit on, select Actions and then View to view the submission receipt.

4) Once on the receipt page, scroll down to the bottom of the page and click the link to un-submit your submission.

NOTE: Un-submitting your submission will make it seem as if your submission was never made at all! Please ensure that you un-submit with enough time to finalize your re-submission.

After you un-submit you will have the opportunity to make edits to any current files/submission data and upload additional files (if required).

NOTE: When re-submitting, you do not have to re-upload ALL files. You will only have to upload for the files/data you wish to change.

Once you're finished revising your submission, click Submit & Finalize again before the project deadline or else your submission will remain as a Work-In-Progress. When you submit again, you will receive a new email confirmation receipt with a new confirmation number.

TIP for submitting a Cashier Check for Bid Bond after the Bid Opening:

After the bid opening, but prior to Contract award; If you have indicated that you would like to use a cashier’s check as your bid security, and you are one of the 3 lowest, responsive bidders, you will need to submit the original/valid cashier’s check within 48 hours of DES notifying you that you are one of the 3 lowest responsive bidders.

As applicable, when mailing original check, mail to the following address:

ATTN: FPS Contracts 1500 Jefferson SE Olympia, WA 98501