Attachment 4 Electronic Submittal Instructions~1.pdf

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.

Step 1: log in to the BuySpeed system. https://procure.portlandoregon.gov, and then navigate to the solicitation number. Click the solicitation number link to open the solicitation page containing a summary of the solicitation information.

https://procure.portlandoregon.gov/

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. Click the “Save & Continue” button when ready to move to the next step.

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 that will be addressed under the “Terms & Conditions” tab.

Step 5a: Click the “Items” tab. This tab is important because there are fields here that must be completed in order to submit a quote. Then uncheck the “No Bid” checkbox.

Step 5b: You’ll see that the “No Charge” checkbox has now been checked. Leave that checked.

Enter an amount in the “Unit Cost” field. After entering an amount, click the “Save & Continue” button.

Step 5c: You’ll see that the “No Charge” checkbox has been cleared, and the “Quote Response Total” has been calculated.

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.

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.

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.

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.