2-Government of Barbados Procurement Portal - Instructions to Vendor.pdf

Instructions for Vendors

Participation in public tenders is open to all national and foreign vendors unless otherwise stated in the project details.

To ensure eligibility in the procurement and contract award process, all interested vendors should ensure their Vendor profiles in the Government of Barbados procurement portal (gov-bb.bonfirehub.com) is complete and up to date. Vendors should upload their certificate of incorporation, articles of incorporation, TAMIS certificate, and certification of compliance with labour clauses to their Vendor profile to before submission of a bid response to allow for review and verification of vendor information. Only verified vendors may be awarded a contract with the Government of Barbados.

Foreign Vendors may upload certificates of incorporation and/or articles of incorporation and tax certificates from their country of registration. Documents should be notarized and stamped by the country of registration.

To view and update your Vendor profile, go to Settings from the drop-down menu associated with your name on the top-right corner of the page header.

Ensure your profile information is complete including your company and TAMIS number as applicable.

Select Documents and upload supporting documents.

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

The Requested Information includes a list of all documents, data, bid tables, and questionnaires to be submitted for the project. All mandatory documents and data (text box, number, yes/no, or true/false) must be responded to before you can finalize and submit your bid response.

For Data requirements, be sure to click [SAVE] to save your response. For web browser bid tables or price sheets, you must [Confirm the bid table] to save your response.

The Requested Information displays a green radio button to indicate it is complete. If there are red radio buttons, you need to respond to this item.

Uploading Documents The Requested Information will indicate the type and number of files that may be uploaded to a given item. Files may be PDF, Word, Excel, PPT, .dwg, jpeg, or an,y including zip files.

You may only upload the file type specified for the requested item. You can upload multiple files to the requested item if multiple files are allowed.

For example, a Procuring Entity may request individual CVs for each project team member proposed. You will upload a document for each team member, naming each document with a role or title and the individual name to allow the procuring entity to view individual CVs quickly.

The maximum upload file size is 1000 MB, which should cover any information required to be uploaded. Note that the size of a file will affect the time to upload a document or documents. To keep your files at a reasonable size, print or save your documents from

Word, Excel, or other applications as a PDF. If scanning, use a 300dpi setting as a high setting unless otherwise requested. 100 dpi is sufficient to read a scanned document.

Be sure to give yourself sufficient time to upload documents and respond to any required information to submit your response before the stated deadline.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested BidTables or Questionnaires If the requested information includes a BidTable or Questionnaire, you will see a download icon ( ). Click the download icon to download the Bidtable or Questionnaire. The downloaded file will be a structured Excel file. You will need to respond to each of the required elements. The BidTable or Questionnaires will include instructions for the information to be completed. When done, upload the completed BidTable or Questionnaire to the requested information.

The system will give an error if it is not the same BidTable or Questionnaire being uploaded to the requested information or if incomplete responses are in the BitTable or Questionnaire.

Please note that BidTables or Questionnaires may take significant time to prepare if there are many items or questions to respond to. Please give yourself sufficient time to complete it.

2. Submit and Finalize your submission When all requested information items have a green radio button, you can submit and finalize your submission by clicking the check box. The check box will not be active if a required item is missing. Review your requested information to address any missing items. A red radio button will identify them.

Once you submit your response, you will be presented with a receipt. A copy of the receipt will also be sent to you by email.

The gov-bb portal will not accept any submissions after the stated bid closing date and time listed in the project announcement.

We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

3. Vendor Questions The Vendor Discussion period for the opportunity will be listed in the project announcement.

During the Question period, you can submit questions for clarification to the project owner.

You can track your questions in the Message section of the project announcement. You will not be able to send messages after the Question period ends.

4. Modifying and Withdrawing your submission You can modify or withdraw your submission at any time and as often as required before the published closing date and time. Once the project closes, no modifications or withdrawals can be made.

To modify or withdraw your bid response, go to Your Submissions, select your project and scroll down to the bottom of the receipt page. Click on un-submit. Your submission will be withdrawn and you will be back on the submission form page. Edit any information that needs to be changed. When complete, Submit and Finalize your submission.

Important Notes:

Your response to each item of Requested Information will only be visible to the procuring entity after the Closing Date and Time.

Uploading large documents may take significant time, depending on the file size (s) and your

Internet connection speed.

Once you finalize your submission, you will receive an email receipt with a unique confirmation number.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

Need Help?

The Government of Barbados Integrated Government procurement portal is powered by

Bonfire for accepting and evaluating proposals digitally. Please contact Bonfire at

Support@GoBonfire.com for technical questions related to uploading your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us.

You can also contact the Government Department Help Desk by telephone at +1-246-535-

4904 / 535-4915 or by email at gpdhelpdesk@barbados.gov.bb.

Any questions regarding the content of a procurement project and supporting documents should be referred to the procuring officer for the project using the [Questions] function in the project announcement.