Job Aid:

COMMBUYS Vendor Registration

07/20 www.mass.gov/osd Page 1 of 8

This Job Aid shows how to:

• Complete the vendor registration process in COMMBUYS

Of Special Note:

Vendors must register in COMMBUYS in order to receive notifications about bid opportunities, submit quotes, receive bid awards or be issued purchase orders.

Vendors are required to specify a Seller Administrator as part of the vendor registration process, the Seller Administrator maintains all vendor business in COMMBUYS.

To launch COMMBUYS enter the URL address https://www.commbuys.com or type Commbuys.com in your Browser.

Once the COMMBUYS landing page displays, click the Register button in the upper right corner.

Screenshot Directions

Step 1: Starting the Registration Process

1. After selecting Register, a pop-up window appears which requires the following information: Tax ID of the entity, (choose EIN or SSN), Company Name, and Email address.

2. Click the Register button

Note: If a Tax ID is already registered, an email notification is sent to the email address provided stating that Tax ID is already in use. If you receive a message indicating that your Tax ID is already in use, report the issue to the OSD Help Desk for further instructions.

The OSD Help Desk can be reached at 1-888-627-8283 or OSDhelpdesk@mass.gov

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Screenshot Directions

Step 2: Entering Company Information

1. Complete the Company Information tab to establish your company’s Vendor Profile. Fields marked with an asterisk (*) are required.

2. Review the information that pre-populated to ensure accuracy.

3. Once complete, click on the Save and Continue Registration button.

Step 3: Applying for the Small Business

Purchasing Program (SBPP tab)

1. Read the description of the program and the Terms and Conditions.

2. Review the eligibility criteria by clicking the link in the middle of the page or click here.

3. Choose one of the following options:

• I Acknowledge: If your business meets the eligibility requirements and you want to apply. Your information will be verified by the agencies listed in item 4.

• I Disagree: If you are ineligible or do not want to apply for the SBPP. Choosing this option will allow you to complete your COMMBUYS registration, but you will not be able to register for SBPP through COMMBUYS. (Skip to step 5)

• Not Now: If you want to come back later to make your choice about the SBPP. You will still be able to complete SBPP Registration at any time through the Seller Administrator Control Center.

(Skip to step 5) file:///C:/Users/zebennett/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/NIOL00BE/eligibilty%20criteria https://www.mass.gov/how-to/register-for-the-small-business-purchasing-program-sbpp

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Step 4: Completing the SBPP Pre-

Qualification Form

1. Answer each of the Program Qualification Questions. It is advisable to gather information before starting the application

Note: Information entered on this form will be transmitted to the Massachusetts Department of Revenue to verify your small business status. As a result, please enter information that will enable DOR to locate your tax record. Enter information as it appears on your most recent tax filing

Tax ID Type: Select either FEIN (Federal Employer Identification Number) or SSN (Social Security Number)

Is your principal place of business located in Massachusetts? Your principal place of business is defined as the location of your corporate headquarters. Select Yes or No

Entity Name Most Recent Tax Return Filed Under & Employer Identification Number

(Follow chart on left)

Ownership Type: Choose from drop down box

Does your organization employ 50 or less full-time employees? Choose from drop down box

Hint: For clarification on any question, hover over its blue question mark. Doing so triggers a dialogue box with helpful information.

2. Once you have reviewed the information click Save & Continue Registration

Step 5: Confirmation of Submitted SBPP

Application

1. You will receive a message “firms successfully validated through the interface will receive an approval notification within 24-48 hours. If COMMBUYS is unable to validate your company’s SBPP eligibility online, you will receive an email requesting additional documentation to demonstrate eligibility.”

2. Click Continue Registration

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Step 6: Establishing a Seller

Administrator Account

1. Complete the Administrator tab to establish a Seller Administrator account, which is used to maintain company information and add/maintain users. Fields marked by an asterisk (*) are required.

2. Click Save & Continue Registration

Note: Record the Login ID and Password used to create the account, as this information is required to login after registration is complete.

Upon initial login, you will be prompted to change your password. Passwords must be between 8 and 50 characters and contain at least 1 letter and 1 number.

Step 7: Adding Additional Addresses

1. The Address tab displays, including the information you previously entered, populated as the General Mailing Address.

2. If using only this General Mailing Address, click the Continue Registration button

3. To input additional addresses, click the Add Another Address button at the bottom of the page and fill in the required information. (You can add up to five email addresses under the Bid Mailing Address). Click Save & Exit.

Upon creating each address type, select the address to use as the default for each address type.

4. Once complete, click Continue Registration.

Step 8: Review the Terms Tab

1. The Commonwealth is not currently using the Terms tab. Vendor terms will be negotiated on a contract-by-contract basis and therefore do not need to be entered during registration.

2. Click Save and Continue Registration.

COMMBUYS Vendor Registration Page 5 of 8

Step 9: Selecting Categories

1. Select the categories that accurately reflect your organization. The following categories are required: Business Structure, Agreement, and Business Type.

Note: You will not be able to self-select Supplier Diversity Office (SDO) Certification Categories. All applicable certifications are added to the vendor’s profile by SDO within a few days of COMMBUYS registration.

2. Once you have made your selections, click on the Save & Continue Registration button.

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Step 10: Choosing Commodity/Service

Codes

Note: COMMBUYS uses United Nations

Standard Product and Service Codes (UNSPSC) to identify goods and services.

These codes support searching and categorization of goods and services in COMMBUYS. At least one code is needed to register, additional codes can be added later.

1. Add codes to your Vendor Profile by entering a relevant keyword into the UNSPSC Keyword field and clicking the Search button.

2. Select the codes relevant to your business and either click Save and Add More to search for additional codes or Save and Continue Registration to move onto to the next step in the registration process.

3. You can also search for Commodity/Service Codes by using the UNSPSC Segment-Family and UNSPSC Class drop down menus.

4. Select the codes relevant to your business and either click Save and Add More to search for additional codes or Save and Continue Registration to move onto to the next step in the registration process.

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Step 11: Reviewing the Summary Tab

1. The Summary tab displays information supplied during registration. Review all information on this page for accuracy.

2. To correct any information, return to the appropriate tab, update/edit, and save. Once you have saved your updates, return to the Summary tab.

3. Click the Complete Registration button to finish this stage of the registration process.

Step 12: Completing Registration

1. Once you click Complete Registration, a Thank You message that includes the OSD Help Desk telephone number appears.

2. Click the OK button to be redirected to the COMMBUYS landing page. Upon initial login, you will be asked to change your password.

3. Upon completing your registration, you will receive a confirmation e-mail with your login credentials and vendor number.

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Step 13: Changing Password on initial

Login

1. Click the Sign In button at the top of the page.

2. Once the login window appears, enter the Login ID and temporary password you created during registration.

3. Click the Sign In button to continue.

Step 14: Changing Password on initial

Login

1. Enter your temporary password into the Current Password field.

2. Enter your new password.

3. Re-enter your new password in the Confirm New Password field.

Step 15: Registering for BidSync

1. BidSync is a bid notification service owned by Periscope Holdings,Inc (PHI) the company that developed the COMMBUYS system. BidSync identifies government bid opportunities for participating businesses and PHI is offering its basic service at no charge, Businesses can get information about BidSync by phone and email: 800-990- 9339 or support@bidsync.com.

2. If you are interested in registering for BidSync leave the box to the left checked. If not, uncheck the box

3. Click Submit Password

Note: If you experience difficulties during the vendor registration or password change process, contact OSD Help Desk at 888- 627-8283 or OSDhelpdesk@mass.gov mailto:support@bidsync.com mailto:OSDhelpdesk@mass.gov

Maintain and Add Users to COMMBUYS Vendor Account

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This Job Aid shows how to:

Maintain and add users to a COMMBUYS Vendor Account

Of Special Note:

The Seller Administrator for each registered vendor in COMMBUYS must ensure that they assign the “Seller” role to at least one person in the organization. In order to do business in COMMBUYS, at least one user must have a Seller role.

The Seller role allows vendors to see Bids, submit Quotes and receive Purchase Orders for fulfillment.

Only users with Seller Administrator privileges can maintain a company profile (including maintaining and adding users to

COMMBUYS). These instructions assume the logged in user has Seller Administrator credentials.

Screenshot Directions

Step 1: Launching COMMBUYS

1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.

2. Once the COMMBUYS landing page displays click on the Sign In button.

3. Enter your Login ID and Password and sign in to COMMBUYS.

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file:///C:/Users/pgmartin/Documents/commbuys.com

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Screenshot Directions

Step 2: Accessing Maintenance Organization Tools

1. Click on the Account icon to ensure you are logged in as the Seller Administrator.

2. If not, click the Seller Administrator link.

3. To update a user’s profile, click on the Maintain Users on this Account icon.

Step 3: Accessing a User’s Profile

1. Once the User Maintenance page displays search a user’s profile by entering criteria such as First Name, Last Name, or Login ID, and clicking the Find It button.

2. You can also access a user’s profile by clicking on their hyperlinked Login ID found toward the bottom of the page.

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Screenshot Directions

Step 4: Updating a User’s Profile

1. From the User Maintenance page, update the user’s profile information.

2. Once the updates have been made, click the Save & Exit to keep the changes and return to the User Maintenance page.

Step 5: Adding a New User

1. From the User Maintenance page, click on either Add User button to access the New Vendor User page.

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Screenshot Directions

Step 6: Entering New User Profile Information

1. Once the New Vendor User page displays. Enter the following information:

First Name

Last Name

Job Title

Phone Number

Email

Login ID

Temporary Password

Login Question

Login Answer

2. Check the box next to the role(s) the user will have in COMMBUYS.

3. Review the user’s profile information for accuracy.

4. Click the Save & Exit button to return to the User Maintenance page.

Note: All asterisked (*) information is required to save the user information.

Step 7: Adding a New User from the Maintenance Homepage

1. Another way to add a new user is to click on the Add Users on this Account icon found on the Maintenance Homepage.

2. This will open the New Vendor User page displayed in step 6.

3. Enter the user’s profile information as described in step 6.

Finding Open and Rolling Enrollment Bids While Logged Into COMMBUYS

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This Job Aid shows how to:

Browse for Open Enrollment and Rolling Enrollment Bids using the Documents Navigation menu

Of Special Note:

Although vendors usually search for bids using Advanced Search functionality when logged in COMMBUYS, there is a different process to find Open and Rolling Enrollment Bids. Rolling Enrollment Bids allow buyers to accept quotes and review them as they are submitted. Open Enrollment Bids allow buyers re-open a contract at any time (or at set intervals) to add new vendors.

Searching functionality is not included in the Seller Administrator role. Only users with Seller privileges can conduct searches in COMMBUYS. These instructions assume the logged in user has Seller credentials.

Screenshot Directions

Step 1: Launching COMMBUYS

1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.

2. Once the COMMBUYS landing page displays click on the Sign In button.

3. Enter your Login ID and Password and sign in to COMMBUYS.

Step 2: Accessing the Documents Navigation Menu

1. From the Homepage, click on the blue Documents link to expand the navigation menu.

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file:///C:/Users/pgmartin/Documents/commbuys.com

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Screenshot Directions

Step 3: Accessing the Bids Navigation Menu

1. Click on the down-facing arrow next to Bids to expand the Bids dropdown menu.

Step 4: Accessing Open/Rolling Enrollment Bids

1. Click on the Opening/Rolling Enrollment selection from the dropdown menu.

2. Click the Go button to display a list of all the Open Enrollment and Rolling Enrollment bids available.

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Screenshot Directions

Step 5: Browsing Through Bids

1. The bids will be displayed in descending order by Bid #.

2. Click on the blue hyperlinked Bid # to view and respond to the bid.

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations

July 2020 www.mass.gov/osd Page 1 of 8

This Job Aid shows how to:

• Create a quote in response to a bid solicitation posted in COMMBUYS

Of Special Note:

• Only users with the Seller role can create a quote in COMMBUYS. This Job Aid begins from the Seller Home Page.

For guidance on how to get to the Seller Home Page, consult the Job Aid “Basic COMMBUYS Navigation for

Vendors.”

• The Items Tab of a quote response is especially important. Be sure to carefully review the Bid Documents (RFR, RFQ, Bid Response form, etc.) for specific guidance. Skipping the Items Tab may result in a “No Bid” response.

Screenshot Directions

Step 1: Accessing the Bid - Advanced Search

1. Click on the Settings icon and select the Advanced Search option.

2. Select Bids from the Document Type dropdown menu. It may take a few moments for COMMBUYS to generate a search form.

3. Type a search term into a field.

The example show here uses the last 5 digits of a bid number in the Bid # field.

This search works well since the result probably will be only the bid you are searching for. Click Find It or hit the Enter key on your keyboard.

4. From the search results (not shown), click on the hyperlinked Bid Solicitation number (displays on the left side of the screen) to open and review details.

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Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 2 of 8

Step 1a: Accessing the Bid – Bids Tab

1. From the Seller Homepage click on the Bids tab.

2. Select a bid of interest from the Bids/Bid Amendments (Unacknowledged), Open Bids, or Open/Rolling Enrollment Bids section. Click the blue hyperlinked Bid Number to open and review the Bid Solicitation.

Note: If you have already reviewed and acknowledged the Bid Solicitation, downloaded attachments, and are ready to initiate a quote, click the Create a Quote hyperlink highlighted here, then skip to Step 5.

Step 2: Acknowledge Receipt

1. Click the Yes button to acknowledge the download of the bid or click No to proceed to the Bid Details without acknowledging.

Note: With acknowledgement, you agree to receive any future correspondence regarding the bid solicitation including amendments.

If you select No you may still view the bid and submit a quote but will not receive notifications regarding updates or amendments.

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 3 of 8

Step 3: Reviewing Bid Solicitations

Important information displayed on a COMMBUYS Bid Solicitation includes:

• Bid Number: COMMBUYS-generated document number. Use last 5 digits for searches.

• Description: information varies according to Buyer input.

• Bid Opening Date: the date and time the bid closes to vendor quote submission; the deadline. Except for Rolling Enrollment solicitations, it is also the date the buyer may view submissions for evaluation.

• Purchaser: the person who posted the bid solicitation. Unless indicated elsewhere, this is also the buyer contact.

• Type Codes:

SW: Statewide bid solicitation. OSD is the only organization that can designate this.

NS: Non-Statewide. Departments and municipal users select this.

• Allow Electronic Quote: When marked yes, vendor responses must be submitted through COMMBUYS.

• Available Date: date bid was publicly posted on COMMBUYS.

• Info Contact: contact person for the bid. If the field is blank, the Purchaser is the contact.

• Bid Type: Most bids are “Open”; any vendor can respond. “Closed” bids are restricted to selected vendors already on the existing contract.

• Rolling Enrollment: If marked “Yes” the Purchaser can see vendor responses before the Bid Opening Date. Typically, this designation is used when the Purchaser is developing a list of businesses who are qualified to provide goods and services over a contract period.

• Pre-Bid Conference: details provided if such a meeting will take place.

• File Attachments: bid documents and forms uploaded by the agency. Be sure to download and read all attachments starting with the Request for Response (RFR).

Complete forms and documents as instructed.

• Item Information: commodity code (UNSPSC), description, and other criteria.

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 4 of 8

Step 4: Creating a Quote Response

1. Scroll to the bottom of the Bid Solicitation screen.

2. Click Create a Quote.

Step 5: New Quote Screen - General Tab

1. COMMBUYS displays the General Tab on a “New Quote” screen. In most cases, editing these fields is not suggested.

Read the RFR for guidance. Editable fields include:

• Description: Defaults to the description from the bid solicitation.

• Delivery Days: Days to deliver goods or services if awarded a contract that results in purchase orders.

• Discount Percent: If entered, applies globally to all quoted items.

• Is “No Bid”: Checkmark to formally declare that you will not be submitting a quote for this bid.

• Alternate Bid: Checkmark to formally flag a quote as an alternate response if the buyer has allowed multiple quotes.

• Promised Date: Due date to deliver items.

• Info Contact: Contact information for questions regarding quote. This field is limited to 400 characters.

• Comments: Field to enter notes to the buyer. Limit is 400 characters.

2. Click Save & Continue.

Step 6: Review System Messages

1. The pages refreshes displaying a Quote Number.

2. System messages are also displayed.

• A red error message with steps that must be taken before a quote can be submitted. Following the steps in this Job Aid will resolve the errors.

• A yellow message reads: Your quote has not been submitted. The message disappears once the quote is submitted.

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

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 5 of 8

Step 7: Complete the Quote Items Tab

1. Responding to Items. Actions needed to complete the Items tab vary depending upon how the Bid issuer configured it. Read the instructions given in the RFR to determine how best to complete the Quote Items tab.

The Items tab is the area to:

• indicate which item(s) are being Quoted. A No Bid Item selection indicates not bidding.

• indicate that quote cost data is submitted as an attachment (If See Quote Attachment has been enabled)

• enter unit cost per Bid Item(s) (if applicable)

A) If the See Quote Attachment(s) box is pre-selected, the No Charge and Unit Cost selections are disabled.

✓ Ensure the See Quote Attachment(s) indicator is selected for each Bid Item for which you wish to be considered.

✓ Based on instructions from the RFR, be sure to upload response files on the Attachments tab (see Step 10).

✓ Select No Bid for items you are not bidding on.

B) If the No Bid column is pre-selected, the No Charge and Unit Cost selections are editable; the See Quote Attachment(s) column is disabled.

✓ Ensure Unit Cost is entered or No Charge indicator is selected for each Item you are bidding on. Doing so deselects the No Bid box.

✓ Leave the selection No Bid for items you are not bidding on.

✓ Based on instructions from the RFR, be sure to upload response files on the Attachments tab (see Step 10).

C) To add an additional quote item to a Bid Solicitation item, click the Add Quote Item hyperlink. Consult the RFR carefully to see if this option is encouraged or discouraged.

✓ Fill in the Alternative Description box.

✓ Complete pricing details.

✓ The added item is numbered with a decimal that follows the original Quote Item number.

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 6 of 8

Step 7 (continued): Quote Items Tab

2. To view additional details about an item, click on the blue hyperlinked Item #. Click Save& Exit to return to the Items Tab.

3. Once all information has been completed on the Items tab, click Save & Continue.

Click on the Questions tab.

NOTE: COMMBUYS offers Export and Upload capabilities for uncommon instances when a bid solicitation and quote response include many items. The Quick Reference Guide “Using the Items Export and Upload Tool” provides instructions.

Step 8: Answering Buyer Questions

The Purchaser may 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.

1. Type answers to questions

2. Click Save & Continue. Any Question-related error message disappears.

3. If you would like to record internal Notes about the quote, click the Notes tab.

4. Otherwise, click the Terms & Conditions tab.

The Notes Tab (Optional)

Provides space for vendor users to record notes. Information saved here is not accessible outside the vendor account.

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Step 9: Accepting Terms & Conditions

All files attached to the Bid Solicitation can also be found on (and downloaded from) the Terms & Conditions tab.

1. Click the radio button next to Yes to accept the Terms & Conditions of the Bid Solicitation.

2. Click Save & Continue. The red system message disappears.

3. Click on the Attachments tab.

Step 10: Attaching Documents to Quote

1. Click on Add File.

2. Click on Choose File to locate the file you wish to upload. (This button may be labeled “Browse” in some browsers.)

Locate and select a file then click Open to upload it.

By default, the file’s original name is populated into the Name field on the Add File page. This can be edited to change the posted file name. The Name field is limited to 200 characters and can contain alphanumeric characters, spaces, and special characters.

3. The Description field is optional. It allows you to briefly describe the file.

4. Click Save & Exit to return to a list of all attachments. Repeat until all required documents are attached.

5. 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.

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

Click Save & Continue to save any changes.

6. Click the Summary tab.

Note: Unless an RFR or other bid document requests or allows zipped files, each required document must be added individually.

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Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations Page 8 of 8

Step 11: Reviewing and Submitting Quotes

1. Review the quote information displayed on the Summary tab. Edit as needed by clicking on the tab that requires updating.

(Remember to click Save & Continue on any tab you change.)

2. Remember that the quote does not cover items marked as “No Bid.”

3. Click the Submit Quote button at the bottom of the page.

Step 12: Confirming Quote Submission

1. Click OK on the popup message window to proceed with submitting your quote.

2. Once the page refreshes, note that the quote status has changed to “submitted,” confirmation that the process is complete.

Note that once the Bid Opening Date passes, the Submit button disappears. It is not possible to submit a late response.

Once a quote is submitted, it is possible to

Withdraw it by clicking the Withdraw

Quote button at the bottom of the

Summary Tab Page. See the Job Aid

“How to Withdraw, Reopen, and Resubmit a Quote in COMMBUYS.”

NOTE:

This is the most common error users run into and miss not actually completing the process by clicking SUBMIT QUOTE.

NOTE:

Once submitted, you will also receive an automated email confirmation that your quote has been accepted (double check your Junk Email folder): That is when you know your Quote went through successfully.

If not refer back to the Job Aids for steps you may have missed.

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Withdraw, Reopen, and Resubmit a Quote in COMMBUYS

JA_Vendors_Withdraw-Reopen-Resubmit-Quote _2016-09-29 1

This Job Aid shows how to:

Withdraw, reopen, and resubmit a quote in COMMBUYS

Of Special Note:

Quotes can be withdrawn, modified, and resubmitted any time before the Bid Opening Date. The Bid Opening Date is the deadline to submit a quote respond to a bid.

You may need to withdraw and resubmit a quote because:

The wrong file was uploaded to the quote

A file was mistakenly excluded from the original quote submission

Additional information may need to be included in your quote

Only users with Seller privileges can modify a quote in COMMBUYS. These instructions assume the logged in user has

Seller credentials.

Screenshot Directions

Step 1: Launching COMMBUYS

1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.

2. Once the COMMBUYS landing page displays click on the Sign In button.

3. Enter your Login ID and Password and sign in to COMMBUYS.

5.

file:///C:/Users/pgmartin/Documents/commbuys.com

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Screenshot Directions

Step 2: Locating Quotes

1. From the Homepage click on the Quotes tab, then click the Submitted sub-tab to view quotes that have been submitted by your company.

2. You can also access quotes by using the Documents navigation link. Click on the down-facing arrow next to Documents. Then click on the down-facing arrow next Quotes. Click on Formal Quotes – Submitted to view quotes that have been submitted by your company.

Step 3: Accessing Quotes

1. Click on the blue hyperlinked Quote # to access the quote you wish to withdraw.

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Step 4: Withdrawing the Quote

1. Clicking on the blue hyperlinked Quote # will take you to the General tab of the quote.

2. Click on the Summary tab and scroll to the bottom of the page.

3. Click the Withdraw Quote button.

4. Click OK in the dialogue box to confirm your action.

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Screenshot Directions

Step 5: Reopening the Quote

1. A yellow confirmation message will appear at the top of the page stating “Your quote has been withdrawn.”

2. Scroll to the bottom of the page and click Reopen Quote.

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Step 6: Modifying the Quote

1. Modify your quote using any of the following tabs:

General Tab – modify general quote information such as Description

Items Tab – add, remove, or edit item information such as Unit Cost

Questions Tab – answer any questions posed by the buyer (if necessary)

Attachments Tab – upload or remove files and documents

2. Review for completeness and compliance with bid requirements.

3. When you’ve completed your changes and ready to resubmit the quote, click on the Summary tab.

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Screenshot Directions

Step 7: Resubmitting the Quote

1. Scroll to the bottom of the page and click Submit Quote.

2. Click OK in the dialogue box to confirm your action.