4. Abbreviated How to submit an RFR Quote Via COMMBUYS-3.pdf

Thank you for your interest in joining the MDAR, Technical Assistance Providers master list, to serve as independent contractors to provide assistance to individuals, businesses, and organizations involved in Massachusetts agriculture:

AGR-TAP-FY23

BD-23-1002-1003-001-77245

We need you to complete the following initial steps through COMMBUYS, so that we can review your application and evaluate your submission to be considered as an approved Vendor.

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 Finding Open or ROLLING Enrollment Bids in COMMBUYS

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

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

7. ATTACHMENT B of the RFR Document includes Instructions for Vendors Responding to

Bids Electronically through COMMBUYS;

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’ve developed this abbreviated cheat sheet to help guide you through the COMMBUYS 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/finding-open-and-rolling-enrollment-bids-when-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

PLEASE read through and follow all the steps below to help assist you in successfully submitting your Quote.

1. Log in to your existing COMMBUYS account or create a COMMBUYS account.

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

2. Upon successful login

a. You should be on your Home Page “Welcome Back xxxxxx”

b. In the upper right corner, click on the blue DOCUMENTS link to expand the drop-down menu.

c. Go to BIDS and click the down arrow to expand

d. Select OPEN/ROLLING ENROLLMENT

e. GO button to display a list of all the Open Enrollment and Rolling Enrollment bids available.

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

f. Browse through the list of BIDS- OPEN/ROLLING

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

1. Keep selecting the Next Page option to continue down the list until you find the number ending in Bid # 77245

2. Depending on how long ago a Bid was posted, it could take several pages to reach.

3. This is the only way to find an Open/Rolling Bid in COMMBUYS as they do not appear in the Advanced Search function.

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

3. Results

a. Once the result page shows the Bid for AGR-TAP-FY23, BD-23-1002-1003-001-

77245 click on the blue hyperlink underneath Bid#. (see example below)

b. An Acknowledge Receipt and View Solicitation window will open up. Click Yes.

By Clicking Yes, you will receive any updates concerning the Bid and the bid will open.

4. Bid Solicitation Page

a. After acknowledging receipt, a new window will open up showing summary information regarding the Bid.

b. Scroll down to FILE ATTACHMENTS: These are blue hyperlinks to the documents.

Click on each and save to your computer. Please read through the following RFR & Documents then Complete any required forms and Save along with any additional required documents you will be including so once you are ready to enter your Quote, you will have all documents needed to add as Attachments when you are at that step in the Quote Process. :

• 1. RFR Document- AGR-TAP-FY23.pdf. This is the full RFR Document.

• 2. REVIEW ONLY- Additional Documents needed IF Contract is Awarded

These are the required forms that will need to be completed with your final Contract Package. Review each form but do not complete them at this time.

• 3. Separate Attachment A- TAP Service and Rate Sheet. This is a required document, also included in the main RFR Document. Complete this form and save it to be included as an attachment with your Quote.

• For this RFR, you’ll need to submit:

o a Cover Letter, the TAP Rate Sheet, and Resume(s).

c. Once you have reviewed and completed all the Attachments and are ready to proceed you can repeat Steps 1-3 to return to the Bid Solicitation Page.

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

5. New Quote Page will open.

a. You don’t need to fill anything in on this page, just scroll to the bottom of the page and click Save & Continue.

6. “Quote Validation Errors / Terms & Conditions is not acknowledged” will pop up on the top of the page. Click on Terms & Conditions Header. See example below

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

7. Click the Items tab. The Items tab displays the line item information about the bid. On that line, be sure that “see quote attachment” check box is selected and click Save & Continue.

Make sure the option is selected. (If “see quote attachment” is not selected it does not mean the attachment will not upload, it just notifies the reviewer). Do not choose the Upload Items button. That is done in Step 8.

8. Click on the Attachments Tab. Here you will upload all of your saved documents one at a time. Follow the prompts to upload the forms, (like you would an attachment to an email).

After uploading the necessary file, click Save & Exit. Repeat this step if uploading multiple attachments. Be sure to review your attachments on the Files list page to make sure the required documentation is ready to be submitted. Then click Save & Continue to save any final changes. Then click the Summary tab.

9. Go to Summary Tab. see example.

a. At bottom of page click Submit Quote

FYI… This is the most common error people run into, is not actually completing the process by clicking SUBMIT QUOTE.

10. Upon completion the bottom of the page will say either Print or Withdraw Quote, and you will receive an automated email saying it went through (it may take a few minutes)

11. When you get the email confirmation 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.

12. Once you receive the confirmation email, please forward it to Dorothy Du, dorothy.du@mass.gov to be sure we are notified of your submission and begin the evaluation process.

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

mailto:dorothy.du@mass.gov

COMMBUYS Support