9-Doc 00 21 13.1-Instr for Electronic Bidding.pdf

INSTRUCTIONS – SUBMITTING ELECTRONIC BIDS FOR THIS SOLICITATION

00 21 13.1-1

DOCUMENT 00 21 13.1

INSTRUCTIONS – SUBMITTING ELECTRONIC BIDS FOR THIS SOLICITATION

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.

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

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

Clarifications – by clicking on the “Clarifications” 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, an email notice is sent to the bidder asking the question. All questions and responses are visible within PennBid to all bidders.

Submitting and Updating Bids – You may submit and update your bid anytime up to the bid due date and time within

PennBid.

What to submit with this bid Click on the “Response” tab

▪ Enter bid under the “Pricing” tab

▪ Upload Bid Bond under the “Bid Bond” tab

▪ Respond to bidder acknowledgements under the “Questions” tab

▪ Attach a single electronic file or zipped folder containing the documents listed below o 00 43 13 – Bid Bond or other Bid Security o 00 45 10 – Bidder’s Acknowledgement Form 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 List of Sub-Contractors

INSTRUCTIONS – SUBMITTING ELECTRONIC BIDS FOR THIS SOLICITATION

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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 several 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 Refer to Section 00 21 13.2 “HOW TO SUBMIT A BID”

Verifying that your bid was submitted If submitted properly, you will receive an email with a bid confirmation number.

Editing Your Bid You can edit your bid at any time prior to the project due date/time. If you need to modify any part of your submitted bid, click the orange “Withdraw and Edit Bid” button. A window will pop up to confirm that you do want to withdraw your current bid and make edits. If you click “Withdraw and Edit Bid,” you can make as many modifications as necessary before re-submitting.

IMPORTANT: You must re-submit your bid after you finish making edits. You will receive an email with a unique confirmation number for this new submission.

Withdrawing Your Bid You can withdraw your bid at any time prior to the project due date/time. If you need to withdraw your submitted bid, click the orange “Withdraw and Delete Bid” button. A window will pop up to confirm that you do want to withdraw and delete.

If you click the “Withdraw and Delete Bid” button, your bid submission will be deleted, and your bid will not remain recorded.

Help Guides

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