1. MDAR Abbreviated How to Submit a COMMBUYS Quote Instructions.pdf

MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

DEPARTMENTAL REQUEST FOR RESPONSE (RFR)

Thank you for your interest in responding to this RFR. Please review this document to assist you in submitting a QUOTE/RESPONSE via COMMBUYS.

Title of Bid:

COMMBUYS Bid Number:

or just search by:

COMMBUYS Submissions Due By:

For further COMMBUYS information, you can follow the links below:

1. COMMBUYS Landing Page:

https://www.commbuys.com/bso/view/login/login.xhtml

2. Instructional Job Aids for Vendors using COMMBUYS:

https://www.mass.gov/service-details/job-aids-for-vendors-using-commbuys

3. COMMBUYS Help Desk:

(888) 627-8283 Open M-F 8am – 5pm.

COMMBUYS Quote Submission Training and Instructions The following links to resources are provided to assist Bidders in submitting Quotes:

1. An instructional job aid of Basic COMMBUYS Navigation and Searching

2. An instructional job aid on How To Register as a Vendor

3. An instructional job aid on How to Locate a Bid Logged into COMMBUYS

4. An instructional job aid on How to Locate the BID or Grant then Create and Submit Quote

5. An instructional job aid on How to Edit, Withdraw or Resubmit Your Response

COMMBUYS Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

In addition to the links of COMMBUYS instruction job-aids linked above, we have developed this abbreviated cheat-sheet to help guide you through the COMMBUYS process. Please follow the steps below to help assist you in successfully submitting your Quote.

PLEASE read through this entire document before trying to respond via COMMBUYS.

Most questions that may come up are answered in this document.

When you are ready to begin the Quote process, PLEASE follow the steps to avoid issues with the submission process.

https://www.commbuys.com/bso/view/login/login.xhtml https://www.mass.gov/service-details/job-aids-for-vendors-using-commbuys https://www.mass.gov/doc/basic-commbuys-navigation-and-searching-for-the-seller-role/download https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download https://www.mass.gov/doc/qrg-how-to-locate-a-bid-logged-into-commbuys/download https://www.mass.gov/doc/locate-a-grant-posting-and-create-a-response-logged-in/download https://www.mass.gov/doc/how-to-withdraw-reopen-and-resubmit-a-quote-in-commbuys/download http://www.mass.gov/osd/commbuys mailto:OSDHelpDesk@mass.gov

STEPS:

1) SIGN IN to your existing COMMBUYS account or choose Supplier Registration.

a) https://www.commbuys.com/bso/view/login/login.xhtml

b) If you do not have an account click or enter the below for the Job Aid of Completing

Registration in COMMBUYS https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download

c) You can View a Bid without being Signed In, but you will not be able to start the Create Quote Process unless you are SIGNED IN.

2) Upon successful login.

a) Click the image that looks like a GEAR on the top right corner of the home page.

Once you click on it select Advanced Search on the drop down to find our Bid.

b) Once you click on Advanced Search, a new window will pop up.

3) Advanced Search

a) In Document Type field click the drop down menu and select BID Solicitations

Then the Advanced Search page will open.

b) In the Bid Solicitation # field enter:

c) At the bottom of the page click SEARCH

See screen example below https://www.commbuys.com/bso/view/login/login.xhtml https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download

4. Results Page

a. Once the Results page shows the Bid for click on the blue hyperlink Bid#

(see example below)

Once you click on the blue hyperlink, the Bid Solicitation Summary Page will open.

b. At the bottom of this page, click on the Follow button.

c. Then the Acknowledge Receipt and View Solicitation page opens. Click YES This will allow you to receive future updates regarding this Bid, including Amendments.

d. After acknowledging receipt, you will return to the Bid Summary page.

5. Review Bid Solicitation Attachments.

a. Scroll down to “FILE ATTACHMENTS”: Open and Download & Read through all of the Documents so you are comfortable with all terms and required information and forms that must be submitted with your Quote. Then Complete your own documents and any Department required forms. This way you will have all the documents ready to upload when you are ready to begin creating your quote.

b. To begin later, you can repeat steps 1-4 to return to the Bid Summary page.

c. On the bottom part of the page, click Create Quote.

6. New Quote page will open.

a. You only need to complete

• Info Contact: Contact information for questions regarding quote.

b. Immediately Skip to the bottom of the page and click on Save & Continue.

c. The pages refreshes displaying your new Quote Number.

d. System messages are also displayed.

• A red error message “Quote Validation Errors: Terms & Conditions is not acknowledged”. Ignore for now, that is a step later in this process.

• A yellow message reads: “Quote Validation Warnings: Your quote has not been submitted.” This continues to show until successfully submitted.

e. Click on the Items tab to continue creating the quote

7. Complete the Quote Items Tab

a) Be sure that the See Quote Attachment(s) box is pre-selected ✓, and the No Charge and Unit Cost selections are disabled. You don’t need to enter any dollars on this screen.

b) These settings allow you to upload all required information in your attachments you’ll upload in a later step.

c) At the bottom of the page click Save & Continue

8. Answering Buyer Questions

a. The Department may choose to use COMMBUYS to ask questions that must be answered before a quote can be submitted. In such cases, a red error message displays at the top of the screen. But not used for every RFR.

b. If there are, type answers to questions then click Save & Continue. Any red Question related error message disappear.

c. Otherwise, click the Terms & Conditions tab.

9. Click on Terms & Conditions Header.

a. Click Yes at the bottom of page under: Do you accept the terms & conditions of the bid? Then click Save & Continue.

b. When the screen refreshes, the red warning “Quote Validation Errors: Terms & Conditions is not acknowledged” will be gone.

c. Continue to the Attachments Tab.

10. Click on the Attachments Tab.

Here you will upload all of your previously saved documents you had prepared.

a. Click Add File and follow the prompts to upload the forms from your computer, (like you would an attachment to an email)

b. After uploading the necessary file, click Save & Exit then repeat the Add File step for as many documents as you have.

c. Be sure to review your attachments to make sure the required document(s) are correct and ready to be submitted. You can open them from the blue hyperlink.

d. Once everything is uploaded, click Save & Exit.

e. You have the option to check off the Confidential box to designate an attachment as confidential. Mark only those documents that contain confidential information not subject to the Massachusetts Public Records Law (e.g., those containing your Tax ID, bank account information, etc.) as confidential.

f. Similarly, to remove an attachment uploaded in error, click the Delete box for the item.

Click Save & Continue to save any changes.

Attachments screen examples:

11. Go to Summary Tab. see example.

a. At the top of this page, you will still see the yellow “Quote Validation Warning: Your quote has NOT been submitted”.

b. Review the summary page to make sure all your attachments are correct.

c. At bottom of page click Submit Quote

This is the most common error in completing the process by NOT clicking SUBMIT QUOTE.

d. The Summary Page will refresh, and the Status field will read Submitted.

e. And at the bottom the only option should be the Withdraw Quote button.

12. Upon successful submission

a. You will also receive an automated email confirmation from COMMBUYS <notifications@commbuys.com> that your quote has been accepted: That is when you know your Quote went through. Check your Junk Email folder as well.

If you do not receive a confirmation email, your submission was not successful.

Retrace the steps in the instructions or contact the COMMBUYS help desk.

13. Once Quotes are received, the Department will review submissions and be in contact for next steps.

END