Addendum #1- Bidnet Transition Final.pdf

PUR-FRM-006

REV. 2 – 6/8/2023 pg. 1

December 18, 2024

DALLAS COUNTY

PURCHASING DEPARTMENT

Records Building, 500 Elm Street, Suite 5500 Dallas, Texas 75202

Michael Frosch Purchasing Director

ADDENDUM # 1

Effective December 19, 2024, Dallas County’s third-party solicitation platform, BidSync, will no longer be supported. As a result, the Dallas County Purchasing Department has transitioned to BidNet for all future business opportunities, solicitation notifications, and vendor bid responses.

Vendors currently registered in BidSync will receive an email notification from info@communications.bidnetdirect.com regarding this transition. To continue receiving solicitation notifications and updates, vendors must register in BidNet in order to participate in current bids and continue receiving Dallas County business opportunities.

If your company is not already a BidNet user, please use the following link to begin the registration process: www.bidnetdirect.com/texas/dallas-county. There is no additional cost to create an account or to respond to Dallas County business opportunities with BidNet. Since BidSync will no longer be available after December 18, 2024, it is imperative that you complete your registration with BidNet as soon as you receive this notification.

For your convenience, we have included tutorial and navigational documents with this addendum.

For questions or assistance, please contact BidNet Direct’s Support Department at 800-835-4603, Option 2.

http://www.bidnetdirect.com/texas/dallas-county

Registration Process for Dallas County, TX Business Opportunities www.bidnetdirect.com/texas/dallas-county

Register to Bid

• Visit www.bidnetdirect.com/texas/dallas-county.

• Select “Register Now”.

Note: If you’re already a BidNet user, you can use your user credentials to log in.

Personal Information

• In the pop-up window, as illustrated on the right, enter the basic information of the company, user, and your preferred login information.

• Read the Terms & Conditions and attest that you are an authorized representative of your company.

• Select “Create my free account”.

Complete & Activate Account

• A new pop-up window will appear (see illustration 1) informing you an email has been sent. Select “I understand” and go to your email inbox.

• Check your email, (see sample email illustration 3) the email will contain a link to complete the registration process & activate your account. Make sure to check your Spam Inbox if you have not received your activation email.

• Enter your username and password created to login.

Illustration 3 Sample Email:

Illustration 1

Illustration 2

Organization Profile

• Once your account has been activated, upon your initial login, you will be asked to confirm some details about your organization.

Contact Profile

• Confirm the information for your profile.

Category Code Selection

• You will be asked to select the category codes for the products and/or services your company offers.

• Search by keyword & select all the codes that apply.

• This information is used:

• For automatic email notifications when you match with new solicitations.

• In your company profile for buyers to search & find by product/service requirements.

Additional Information

• Additional information such as your type of business structure, and any Disadvantage Business Enterprise or other certification will be asked.

• You may also upload your W-9 form directly to your company profile.

• This information is used:

• In your company profile for buyers to search & find by particular types of businesses.

Registration Complete!

• Login and start looking for open solicitations from Dallas County.

• New notifications of solicitations that match your profile will start immediately.

• Need help registering or navigating the system? Contact the Bidnet Direct Vendor

Support team at 800-835-4603, option 2 or email us at support@bidnet.com.

mailto:support@bidnet.com

Electronic Bid Submission (EBS) User Guide for Dallas County, Texas After login, illustration 1 will be the landing page.

From this page, the user will have the option to select “Member Agency Bid” with their free registration.

By selecting the member agency page, the user will have access to Dallas County’s and other Texas agencies’ business opportunities.

Browse through the bid listings and select the one you would like to submit a bid for.

Illustration 1

Prior to Submitting a Bid If you did not receive an email notification for the solicitation, you may select “Follow” and select the desired “Option” that meets your business needs. Once a selection is made and saved, your page will transition to illustration 2.

Note: If you received a solicitation notification (email), this step does not apply to you. If you received a notification, you may proceed to step slide 4.

Illustration 1

Illustration 2

“Follow and receive Notifications” means the vendor will receive a notification with a link to the addendum.

“Follow and receive Addendum” means the vendor will see a list of the changes, plus the addendum documents will be attached if applicable.

Review and Download Documents Pleasereviewand download all documents and addendum. Please note the “Time Left to Bid” countdown on the furthest upper left-hand corner.

To place a bid: Select “Place Bid” at the top right of the toolbar as shown by the red circle.

Illustration 1 displays the page layout if you are already registered. Illustration 2 displays the page layout if you are not registered and have not completed slides 2 and 3.

Illustration 1 Illustration 2

Place a Bid

The Place a Bid window appears. Select “Place a new Bid” and select “Continue”. User may also elect to “Place a No Bid” from this window.

Place a Bid Continued

The steps below will outline when to upload documents, enter pricing, and/or a spreadsheet with line items.

Note: The red status “BID NOT SUBMITTED” will remain as “BID NOT SUBMITTED” through the Proposal and Submission pages and will change once the bid is submitted on the Confirmation page.

Drag and drop or browse your computer for files to upload. Once your files are uploaded, select “Next” at the bottom right corner.

Submitting a Bid (Proposal, Submission, and Confirmation)

The Create Bid Screen will walk you through how to enter pricing, if any, based on each specific bid.

Each solicitation is different and user will need to comply with the pricing requirements as set forth in the solicitation;

below are some examples of pricing submittals:

1. Included as part of documents uploaded

2. Lump sum

3. Line item bidding

Examples of each pricing submissionare as follows.

Pricing Example 1: Upload document(s) Once completed, Click “Next”.

Submitting a Bid (Proposal, Submission, and Confirmation) Continued

Pricing Example 2: Pricing enteredas a Lump Sum This example will require user toselect “Total Bid Price” in the box and select “Next”.

Pricing Example 3: Pricing entered via line item Atemplate will appear to download. Select “Download Template”.

Fill in your pricing and add any comments (if allowed).

Upload the file by selecting “Import Proposals”. Once it is Imported/Uploaded, select “Next”.

Select “Yes” or “No” to notate if your bid contains any exceptions. You will be asked to enter your password again, then select “Submit Bid”.

A Pop-up window will appear asking if you want to proceed with your submission. Select “Yes”.

Once bid is submitted, the confirmation page will appear and a confirmation number will be provided. An option to download a PDF version of the confirmation will be included.

Thestatuswill changefrom“Red” “BID NOT SUBMITTED” to “Green” “BID SUBMITTED”, confirming the bid has been submitted.