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

State Reclamation and Mosquito Control Board

REQUEST FOR QUOTE / BID

Thank you for your interest in responding to this Request for Quote/BID (RFQ/RFB).

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.

SRB

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

MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

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

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

2. Upon successful login

1. 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.

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

3. Advanced Search

1. On the right side of the page, click Document Type, and proceed to select Bids from the drop-down menu.

2. After selecting Bids, a new Advanced Search page will open up.

On the Search Fields sub header fill in the Bid # field with the following:

3. Go to the bottom of the page and click Find It

4. Results

1. Once the result page shows the Bid for click on the blue hyperlink underneath Bid#.

(see example below) https://www.commbuys.com/bso/view/login/login.xhtml

2. 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.

5. Bid Solicitation

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

2. Scroll down to “FILE ATTACHMENTS”: Open and Download all attachments.

Read through the Documents then Complete your own documents you’ll be submitting as your response. There may be additional required documents you will need to include (depending on what is asked in the RFQ). This way, once you are ready to enter your Quote, you will have all documents needed to add as your own Attachments:

• This RFB Document- This is the RFB Document.

o Contains this Abbreviated COMMBUYS Instructions and o The RFB(s) for:

If there are multiple projects contained in one RFB Document, please be clear in your file naming convention and/or content so it is clear which project(s) you are bidding on.

3. Once you have reviewed and prepared responses for the Project(s) you are bidding on and have those documents ready to be uploaded as Quote attachments, you can repeat steps 1-4 to return to the Bid Summary page.

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

6. New Quote page will open.

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

7. “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

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

8. Then on the top header, Click the Items tab.

The Items tab displays the line-item information about the bid. On that line, be sure that “see quote attachment” is selected and click Save & Exit. 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).

9. Click on the Attachments Tab.

Here you will upload all of your saved documents. Follow the prompts to upload the forms, (like you would an attachment to an email). After uploading the necessary file, click Save & Continue. Once everything is uploaded, click Save & Exit. Be sure to review your attachments to make sure the required document(s) are ready to be submitted.

10. Go to Summary Tab. see example.

1. At bottom of page click Submit Quote

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

11. Upon completion you will receive an automated 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 Quotes are received, the Department will review submissions and be in contact for next steps.

COMMBUYS Support