2024_ENTERING_BID_ON-LINE_SUPPLIER_PORTAL_(1).pdf

Entering A Bid On-line Using the City of Boston Supplier Portal

1. Once logged into the Portal locate the bid you are interested in from the ‘Events’ list and click on the ‘Event Name’ link.

2. The ‘Event Details’ page will display. This is a view only page. You cannot enter any bid response information yet. You can access any attachments the event creator has made available to bidders by clicking the ‘View Event Package’ link located to the right of the ‘Bidding Shortcuts’ area.

General event information

Event description and event creator contact information

Line Items

3. When you click the ‘View Event Package’ link you will be brought to the ‘Event Header Comments and Attachments’ page. Here you can view any attached documents the event creator has attached to the event such as details and specifications etc. by clicking on the ‘View’ button. Click the ‘OK’ button to return to the ‘Event Details’ page.

4. When you are ready to begin entering your bid click on the ‘Bid On Event’ button

5. The system will ask you if you would like to have the bid quantity amounts automatically populated for you with the same quantity that the City is requesting. Typically you would click ‘Yes’ here. You will still be able to change these values on the next page if you need to.

6. You are now back on the ‘Event Details’ page however the page is no longer view only, you can now enter information i.e. answer the required bid factor questions, enter bid amounts and add your own documents as attachments if necessary. You will now see three new buttons; ‘Submit Bid’, ‘Save for Later’, and ‘Validate Entries’. Their functions are described below:

• Validate Entries: This will check your bid response and alert you if there are any errors on your bid submission prior to submitting it.

• Save for Later: If you begin your bid response and decide you need to finish it at another time and do not want to lose your work, you can click this button. *It is important to note that ‘Save for Later’ does not submit your bid to the City. You MUST click the ‘Submit Bid’ button to send your bid.

o Important: If you submit a bid and re-access it prior to the deadline to view/edit your bid response you MUST resubmit your bid by clicking the ‘Submit Bid’ button again.

• Submit Bid: This will send your completed bid to the City of Boston. Similar to the functionality in the ‘Validate Entries’ button, the system will alert you if you have not responded to one of the required entries when you click this button.

You can also view any of the attachments that the event creator has provided to bidders by clicking on the ‘View/Add General Comments and Attachments’ link.

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There are two basic steps to placing your Bid. Step #1-‘Answer General Event Questions’ and Step #2 - ‘Enter Line Bid Responses’. Step #1 - Answer Bid Event Questions

7. Many of the bid questions can be answered by selecting the appropriate answer from a Response drop-down box as shown below. Others may require manual text entry or on occasion you may be required to attach a file to respond to the question. Respond to all required questions.

Step #2 - Enter Line Bid Responses

8. Once you have responded to all of the required bid questions – scroll down to the line item(s) listed on the bid event. This is where you will enter ‘Your Unit Bid Price’ for all the lines listed on the event.

There are several columns associated with each line item. See the screenshot below for an explanation of each.

1.) Requested Quantity: (pre-populated). The number of units the City of Boston is requesting.

2.) Your Bid Quantity: (Required entry). The number of units you are willing to provide. (This value will default in to the same number the City is requesting if you chose ‘Yes’ in step #6 above-you can edit as necessary if required).

3.) Your Unit Bid Price: (Required entry). The price at which you can provide the item listed. You must enter a unit bid price on every line you wish to bid on.

4.) No Bid: (Optional). If you do not wish to bid on a particular line item, you must check off the ‘No Bid’ box.

5.) Your Total Bid Price: (Auto populated). The Unit Bid Price entered multiplied by the bid quantity. This is automatically calculated by the system. No entry is required here.

6.) ‘Bid’ link: (Optional entry). You do not have to click on this link on the majority of bid events however some bid events may require you to input more detailed information about the line item such as manufacturer and part number of the product you would supply to the City of Boston. If this is the case the system would alert you by indicating that you were missing information on that line number when you clicked the ‘Submit Bid’ or ‘Validate Entries’ buttons.

7.) Line Comment/Attachments: (Optional entry). Click here to add any comments or add any attachments that are specific to that line item.

9. When all required fields are complete and you are ready to submit your bid response to The City of Boston, click the ‘Submit Bid’ button.

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10. When you click ‘Submit Bid’ it may take a moment or two for the system to process your bid response.

Once it is successfully processed, you will receive a bid confirmation message confirming that your bid was submitted. You will also receive an e-mail confirming your bid submission along with a .pdf copy of your bid response.

11. Bid/quote submission complete

If you have any questions or encounter any difficulty using the on-line Supplier Portal please e-mail us at vendor.questions@boston.gov or call us at 617-961-1058. Please give yourself ample time to familiarize yourself with the supplier portal and get any support questions resolved well in advance of the deadline of your bid.

Thank you for using the City of Boston supplier portal!

mailto:vendor.questions@boston.gov