Abbreviated How to submit an RFR Quote Via COMMBUYS.pdf

Thank you for your interest in joining the SRB- State Reclamation & Mosquito Control Board, Dry

Ice Provider list.

RFR Number: SRB-EMMC-DryIce-FY23

COMMBUYS BID NUMBER: BD-23-1102-SRB00-001-78121

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 the BID then Create and Submit Your Response

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

5. 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. Please follow the steps below to help assist you in successfully submitting your Quote.

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/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

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. Go to the Settings tab on the top right corner of the home page. Once you click on it select Advanced Search to find our Bid.

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

3. Advanced Search

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

b. 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: 78121

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

4. Results

a. Once the result page shows the Bid for SRB-EMMC-DryIce-FY23, BD-23-1102-SRB00-001-78121click on the blue hyperlink underneath Bid#.

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

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.

5. Bid Solicitation

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

b. ATTACHMENTS: Read through the following RFR & Documents then Complete 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:

• 1. RFR Document- SRB-EMMC-DryIce-FY23.pdf. This is the 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.

c. Once you have reviewed and completed all the Attachments and are ready to proceed you can repeat steps 1-4 to return to the Bid Summary page.

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

6. New Quote

a. 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

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

8. 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. After that click Save & Exit. Be sure to review your attachment to make sure the required document has been submitted.

10. 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.

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 you receive the confirmation email, please forward it to Robert Monahan, robert.monahan@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:robert.monahan@mass.gov

COMMBUYS Support