7-Doc 00 21 13.1 - INSTRUCTIONS FOR ELECTRONIC BIDDING.pdf

INSTRUCTIONS – SUBMITTING ELECTRONIC BIDS FOR THIS SOLICITATION

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DOCUMENT 00 21 13.1

Using the PennBid™ electronic bid management system to respond to this Request-for-Quotation

Many PA municipalities, Authorities, and private firms are utilizing the PennBid™ electronic procurement Program for their solicitations, RFPs, and RFQs. Using PennBid is beneficial to both the agencies as well as the bidders. Costs and bidding effort is greatly reduced as bid documents are available online, all Q&As are via email, and sealed bids can be submitted and updated online. Interested bidders need to register only once, a free process that takes only a few minutes. Once registered, bidders have access to publically available bids and solicitations from every Agency within

PennBid, plus are available for By-Invitation-Only RFPs and RFQs. Bidders can obtain all project documents and submit and update their confidential bids online.

Sealed Bid Confidentiality – The confidentiality of the sealed bid system is a cornerstone of the PennBid Program. At no time before Bid Opening can anyone see your electronic bid.

Confidentiality of Identity – When questions are asked and answered, bidder identity is not disclosed to other bidders.

1. Documents – All documents may be downloaded directly to your computer. Documents can be electronically sent to your suppliers and sub contractors.

2. Being added to the “Bidders List” – By downloading any document, you are automatically added to the list of bidders for this solicitation.

3. Questions – by clicking on the “Questions” tab, you can see all questions that have been asked and answered related to this solicitation. You can also ask questions directly through this tab. When the agency answers the question, both the question and answer is emailed directly to all bidders.

4. Submitting and Updating Bids – You may submit and update your bid anytime up to the bid due date and time by clicking on the “Bid” tab. You need only to provide the per unit price. The PennBid Program will automatically calculate the extended price (no more math errors). You can update any line item without affecting the rest of your quote.

What to submit with this bid

Click on the “Bid” tab

▪ Enter quantity bid in the 00 41 00 – Bid Form

▪ Answer questions

▪ Attach a single electronic file or zipped folder containing the documents listed below o 00 41 00 – Bid Form (electronic) o 00 43 13 – Bid Bond or other Bid Security o 00 45 13 – Bidder Qualification Statement o 00 45 19 – Non-Collusion Affidavit o 00 45 53 – Agreement of Surety o 00 73 00 Appendix B – Public Works Employment Verification Form o 00 73 00 Appendix C – CDBG Required Contract Documents

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Important Note 1 - The three apparent low bidders shall submit the above documents in original form and signatures to the agency receiving the bids within 3 business days following bid opening. The recent Financial Statement shall be included with the Bidder Qualification Statement at this time.

Important Note 2 - If the PennBid Program is idle for 50 minutes, a logout warning will appear. Bidders must acknowledge. If bidder does not acknowledge that they want to continue working, they will be logged out and bidder’s data will not be saved or submitted.

How to submit your bid

The Bid tab contains the electronic bid form. All Per Unit Price fields must be filled out. To no-bid a line item, insert a zero (0). PennBid will automatically complete the line extensions and bid totals. At the bottom of the page, check the Verification Statement and click Submit Bid. Completed bid form can be printed or saved to Excel by clicking the icons in the middle of the bid form page.

Submitting documents with electronic bid

An electronic copy of the documents listed above is to be submitted with the electronic bid. To attach theses documents:

1. Fill out required documents and scan to create a single electronic file or saved as a single zipped folder containing all documents

2. From the Bid tab, click on “browse” (middle of the page), then click on the file or zipped folder name. The file will be attached to your bid submission when the Submit Bid button is clicked.

Important Note 3 – when uploading a proposal or other document, the maximum individual file or folder size is 20Mb.

Verifying that your bid was submitted

If submitted properly, you will receive an acknowledgement appearing in the middle of your screen saying “Your bid has been submitted”.

Withdrawing Your Bid

You may withdraw your bid anytime up to bid due date and time by simply clicking on Withdraw Bid, located at the bottom of the Bid tab. However, bids may not be withdrawn following the bid due date and time as stated in the Instructions to

Bidders (00 21 13).

Help Guides

There are several Help Guides available from the PennBid™ Home Page.