Attachment 4 - Buyspeed Submittal Instructions.pdf

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BuySpeed Electronic Submittal Instructions These instructions are for uploading electronic attachments to a BuySpeed solicitation. The process is not intuitive, and the nomenclature of the system can sometimes be misleading. There are also a number of fields that are not necessary for City of Portland submittals, so these instructions will highlight only those fields that are necessary for City submittals. Please plan at least 30 minutes to submit your proposal, and when possible, submit your bid at least one business day before it is due.

Step 1: log in to the BuySpeed system. https://procure.portlandoregon.gov. Make sure you are in the “seller” not the “seller admin” role by clicking on this icon on the top right corner of the page:

and select “seller.”

Then navigate to the solicitation number. Click the solicitation number link to open the solicitation page containing a summary of the solicitation information. The resulting page should look similar to the image below.

https://procure.portlandoregon.gov/

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Step 2: Click the “Create Quote” button at the bottom of the page to start the quote wizard. “Quote” is a generic term in the BuySpeed environment for a solicitation submittal. City solicitation documents generally refer to submittals as “Bid”, “Proposal”, or “Quote”, depending on the type of solicitation.

Step 3: The screen will open to the “General” tab. If you would like to insert contact info or comments for your own reference, you can do that in the appropriate boxes, but additional information in this tab is not required. Click the “Save & Continue” button when ready to move to the next step.

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Step 4: You’ll now see a warning at the top of the page stating that the terms and conditions are not acknowledged. Ignore that for now as the error will be addressed in Step 6.

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Step 4a: Click the “Items” tab. This tab is important because there are fields here that must be completed in order to submit a quote.

Step 5b: Enter the total amount from your bid, quote or proposal, in the “Unit Cost” field. If your submittal does not include a total amount, use $10 as the value.

After entering an amount, click the “Save & Continue” button.

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Step 5c: Both the “No Bid” and “No Charge” checkboxes should be cleared, and the “Quote Response Total” has been calculated. Uncheck each checkbox if still checked.

Step 6a: Click the “Terms & Conditions” tab.

Click the “Yes” radio button to accept the terms and conditions of the solicitation, and then click the “Save & Continue” button.

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Step 6b: You’ll see that the terms & conditions warning message is gone.

Step 7a: Click the “Attachments” tab. Then click the “Add File” button.

Step 7b: Type a description for the file in the “Description” field. Then click the “Browse…” button and navigate to the file location. When the file is attached, click the “Save & Exit” button to upload it.

Repeat this as necessary for any additional files.

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Step 7c: After a document is uploaded, it will appear with its details under the “Attachments” tab.

The number in parentheses appended to the tab label denotes how many files have been uploaded.

You can also delete files by clicking the “Delete” checkbox next to the appropriate file and then clicking the “Save & Continue” button.

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Step 8: Click the “Summary” tab, and then click the “Submit Quote” button to complete the quote process.

Note: If this last step is NOT completed, the quote will not have been submitted.